Office Coordinator N/E (KAL)

MISSION, VALUES and SERVICE GOALS

MISSION: We deliver outstanding care, inspire health, and connect with heart.

VALUES: Trust. Respect. Integrity. Compassion.

SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

About the role

Reports to the Director/Office Supervisor/Practice Manager. In collaboration with the Director/Office Supervisor/Manager, is responsible for the effective coordination of all operational support functions of the assigned facility and performs duties necessary to maintain a smooth functioning and efficient physician office. Responds to daily operational issues when the Office Supervisor/Site Manager is absent or unavailable.

Responsibilities

• Arranges for temporary personnel as necessary, assists with the scheduling of the staff and processing timecards in a timely manner.
• Assists with supervision of all support staff.
• Participates in the compilation of information for employee performance appraisals; assists with employee relation matters, such as corrective actions and progressive discipline.
• Assists the Supervisor/Manager with interviewing prospective new employees; also provides new employee orientation sessions.
• Collaborates with the Supervisor/Manager in developing training and education for the staff.
• Utilizes extensive knowledge of electronic medical record to assist in training new staff or existing staff on updates or changes.
• Utilizes extensive knowledge of the practice management system to assist in training new staff or existing staff on updates or changes.
• Performs duties of any non-clinical staff as needed.
• Participates in the budget process with the Office Supervisor/Site Manager; assists with the effective management/control of expenses.
• Orders, tracks and maintains an inventory of supplies.
• Assists with decisions on selecting vendors and purchasing supplies/equipment.
• Reviews charge posting and coding for accuracy.
• Ensures that the practice is accurately capturing all necessary patient data, insurance and other information to properly bill and collect practice fees.
• Supervises the daily deposits, ensuring accuracy and timeliness.
• Works closely with Office Supervisor/Site Manager on the account payable processes.
• Handles all mail and correspondence.
• Assists with the identification of maintenance and repair matters that pertain to the building and grounds.
• Assists in monitoring the telephone system, patient call reports / statistics and the answering service.
• Collaborates with the Supervisor/Manager on marketing and advertisements for the site.
• Responds immediately to patient concerns and/or complaints; assures that patients are treated in a friendly, highly effective manner.
• Performs follow-up and ensures the timely resolution of customer service matters, while seeking assistance from the Site Manager as necessary.
• Keeps the Supervisor/Manager apprised of all issues which have the potential for a disruption of service.
• Serves as the communication resource, especially in the absence of the Office Supervisor/Site Manager.
• Plays a key role in the information services development of the physician office by making changes in the physician appointment scheduling template, assisting in the development of plans for hardware and software needs, promoting the timely implementation of information systems changes, and verifying that staff are adequately trained on the practice management, electronic medical record and phone systems.

Qualifications

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma is required; with associate or bachelor’s degree preferred.
• Requires a minimum of two years of experience working in a Physician Practice (healthcare).
• Requires working knowledge of general medical office methods, practices and procedures and medical record file systems.
• Requires working knowledge of third-party reimbursement procedures and requirements, including Medicare/Medicaid and commercial carriers.
• Requires a working knowledge of medical terminology, anatomy, and physiology utilizing established and specialized technical coding processes.
• Demonstrates expertise in utilizing practice management and electronic medical record systems and proficiency in basic computer skills (word processing, spreadsheets and e-mail applications).
• Demonstrates strong leadership and organizational skills necessary to effectively resolve day-to-day issues.
• Requires ability to analyze situations and respond in a timely manner.
• Demonstrates well-developed communication (verbal and written) and interpersonal skills to interact effectively with a diverse group of people in a professional, courteous, friendly and sincere manner.

Skills

• Enhances professional growth and development in assigned area of responsibility and maintains high level of CPT, ICD-9-CM and HCPCS coding skills by attending in-services and conferences as approved.
• Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by updating the Supervisor/Manager, in timely manner, of unusual situations requiring additional assistance or support.
• Participates in continuous quality improvement by identifying areas of opportunity and initiating the necessary actions.
• Performs other job-related duties as assigned.

Organizational Responsibilities

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education And Experience

The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma is required; with associate or bachelor’s degree preferred. Requires a minimum of two years of experience working in a Physician Practice (healthcare).