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Process Analysis Essay

The document describes the process a receptionist at a chiropractic office goes through for each patient visit. The receptionist greets patients, collects payment if due, inputs the payment into the patient's file, and reschedules future appointments. This process involves welcoming patients, checking their information into the computer system, processing cash or card payments, printing receipts if needed, and scheduling follow up appointments by selecting dates and times on the online calendar. While the steps may seem complex, the receptionist performs them efficiently as the tasks have become routine through experience working in the office.

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120 views3 pages

Process Analysis Essay

The document describes the process a receptionist at a chiropractic office goes through for each patient visit. The receptionist greets patients, collects payment if due, inputs the payment into the patient's file, and reschedules future appointments. This process involves welcoming patients, checking their information into the computer system, processing cash or card payments, printing receipts if needed, and scheduling follow up appointments by selecting dates and times on the online calendar. While the steps may seem complex, the receptionist performs them efficiently as the tasks have become routine through experience working in the office.

Uploaded by

api-538328761
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Alexandra Niblo

Process Analysis

10/12/2020

The Receptionist

Five patients in the clinic and one of them ready to go home. It is time to check

them out and send them on their way. Working as a receptionist at a Chiropractic office

has a repetitive start and end for each patient and the process has become second

nature. Greeting patients, gathering payment, printing receipts, and rescheduling future

appointments has become my life.

As a patient walks in the first thing I do is greet them with a warm welcome. Many

fear visiting doctors offices no matter the type, and it can be scary visiting a doctor that

is pushing and twisting your neck and back to put it back in place. A soft smile and a

bubbly personality calms the patients and eases any nerves they may have at the start.

After welcoming and asking the patient for their name they take a seat in the

stereotypical green office waiting chair as they wait for their name to be called to go get

adjusted.

Being the receptionist, my part of the job is put on hold while the patient is

meeting with the doctor and having their problems be met with solutions. Once the

patient has met with the doctor and has had their needs attend to, I go back to work. I

start by opening the patients online file and selecting the blue check out icon.

Depending on the patient's insurance and payment plan, they may or may not pay that

day. If a patient is scheduled to pay for their appointment that day, I must press the
cash register button to start inputting payment information. For every patient, no matter

the amount they pay, they must be filed as a payment and not a charge, it is just the

way the computer system works. In the amount slot, the amount the patient owes that

visit should be typed in the space including cent even if it is zero cents. Whether they

pay with cash or card is important. If the payment is made with cash, the payment type

should be selected as cash. If the payment is made with a card, the payment type

should be selected as Visa even if the card is not a Visa. In the top left corner of the

screen in the button “Apply”. Once payment information is inputted, I must press “Apply”

to add the payment to the file. Some patients would like a receipt while others don’t care

for one. After pressing “Apply” a receipt pops up and I either press print for a receipt or

next to continue without one. The payment for the patient has been completed.

Once the patient has paid for their visit, it is time for the final step which is

rescheduling. Going back to the main page before I clicked on the patient's file to then

check them out, I have the “Appointment Scheduler” button in a big purple box on the

left hand side of my screen. I click that button which brings up the calendar for the

month and months following. I ask the patient when the doctor wants to see them again

and on the left hand side where I have my calendar, I select the date desired for their

next appointment. Then a time schedule for that day pops up on my screen. Finding the

blank open spots we have available I let the patient choose what time would work best

for them. After establishing the time for that day, I right click on the blank time slot and

select “Schedule Appointment” which brings up the patient search bar. Typing in the last

name, I am able to find the patient's file, left click on the name and schedule the

appointment.
Closing the scheduling tab with the red x in the right hand corner, I go back to the

patient's file to the check out screen and press final check out. This notifies our system

that the patient's appointment is done for the day and ready to go home.

For many, the process of greeting patients, collecting payments, and

rescheduling patients may seem complicated, but over time it becomes muscle

memory. As I sit in my tan plush office chair in my forest green scrubs, I check patients

in and out and ensure they had a good and proper visit to the Chiropractor's office. Not

only do I help create a warm and welcoming environment, but I ensure that patient files

are cared for and updated. As being the receptionist sounds like a small role, it plays a

big role in the office running smoothly by shuffling patients in and out in a timely

manner.

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