Medical Office Coordinator -Decatur (4963)

About the Role

This position functions as supervisor of the medical reception unit and the call center unit at the Center for Family Medicine Decatur / Lincoln / and Taylorville locations. The role ensures staff maintain patient clinical and billing information during scheduling and as patients present to clinic for scheduled appointments. Responsibilities include ensuring patient data accuracy, collecting patient payments, providing initial assistance with billing and insurance problems, ensuring deposit accuracy on a daily basis, and addressing complaints. The position coordinates day-to-day operations, including duties associated with the revenue cycle process and the electronic health record.

Responsibilities

Administration & Supervision (50%)

• Hire, supervise, and evaluate staff in the call center and reception desk for the Springfield Center for Family Medicine.
• Orient and train new staff in both units.
• Establish staff competency on an annual basis.
• Monitor staff productivity and provide feedback or corrective action where needed.
• Attend internal clinic operations meetings representing the reception unit.
• Make recommendations on how the unit can operate more efficiently and effectively.
• Answer questions, problem-solve, and coordinate all aspects of the unit.
• Set daily priorities for staff in the unit.
• Oversee on-site cash control and end-of-day closeout batch management.
• Assist in handling patient complaints and provide appropriate feedback to staff.

Direct Service to Patients (50%)

• Provide back-up coverage to the call center team as needed.
• Assist in receiving and welcoming patients to the clinic.
• Obtain and enter demographic and billing information into the computer.
• Stay abreast of changes in insurance plans and FQHC levels for uninsured patients.
• Input, update, retrieve, and review patient demographic and billing data for new and established patients.
• Create initial medical records for new patients, ensuring all required forms are completed.
• Obtain patient signatures on authorization forms.
• Generate daily schedules, print encounter forms, and ensure demographic and billing information is accurate.
• Scan and/or index patient insurance cards and IDs into the practice management system.
• Distribute patient link forms and ASQ’s/PSC’s when appropriate and scan/enter into the patient’s chart.
• Assist in printing patient chart summaries from the EHR for clinics.
• Assist in making follow-up appointments.
• Collect payment at the time of service, including managed care co-pays.
• Complete and maintain necessary receipt registers.
• Ensure the accuracy of the daily deposit before forwarding it to the Bursar’s office.

Requirements

Any one or any combination totaling five (5) years (60 months) from the following categories:

• College education with coursework in a business or medical field (e.g., nursing assistant, medical assistant, medical secretary, business, finance, public administration, or social science), measured as follows:
  • 30 semester hours equals one (1) year (12 months).
  • Associate’s Degree (60 semester hours) equals eighteen months (18 months).
  • 90 semester hours equals two (2) years (24 months).
  • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months).
• Work experience or ancillary service experience comparable to the Medical Office Specialist level or other positions of comparable responsibility.

Skills & Qualifications

• Knowledge of registration and billing procedures.
• Knowledge of third-party payer reimbursement, disability claim forms, and insurance billing regulations.
• Knowledge of accounting principles and insurance claims filings and reimbursements.
• Knowledge of computer systems and clinic forms.
• Knowledge of automated admissions and/or billing systems.
• Knowledge of medical terminology.
• Knowledge of various hospital and/or clinic departmental services.
• Knowledge of hospital pre-admission and admission procedures.
• Skill in maintaining detailed records.
• Skill in communicating effectively with patients and families from diverse economic and cultural backgrounds.
• Oral and written communication skills.
• Organization skills, including time management and workflow.
• Skill in explaining rules, policies, and their interpretations.
• Skill in interviewing patients with a variety of financial problems.
• Skill in interpreting and implementing procedures, guidelines, and policies.
• Skill in developing reports and analyzing data.
• Skill in adapting and working under pressure and amid interruptions.
• Ability to supervise, train, lead, and direct the work of others.
• Ability to interpret policies, procedures, and guidelines.
• Ability to interpret a variety of financial, diagnostic, and internal codes.
• Ability to establish and maintain cooperative working relationships with individuals and agencies internal and external to the unit and/or institution.
• Ability to solve problems related to intake, accounting, receptions, and patient relations.
• Ability to work with the media to create advertising and marketing plans.
• Ability to keep patient data confidential.
• Ability to use independent judgment and resolve problems quickly.
• Ability to identify work priorities and follow them to complete daily tasks.

Conditions of Employment

Out-of-state applicants hired into this position must establish Illinois residency within 180 calendar days of their start date.