Front Office Coordinator

Description

JOB TITLE: Front Office Coordinator
LOCATION: Frederick, MD
HOURS: 4 DAY WORK WEEK - Monday - Thursday (Full-Time)
PAY: $22/hr
FREE PARKING AT ALL 7 OFFICE LOCATIONS!
 
BENEFITS:

• Health/Dental/Vision Insurance - Cigna
• FSA
• HSA
• Life Insurance
• 401K Contributions
• Disability Insurance
• Paid Time Off
• Every Friday off
• Tuition Assistance
• Free Parking
• Paid Maternity and Paternity Leave
• STD/LTD/ADD Insurance (short-term disability, long-term disability and accidental death and dismemberment insurance)

JOB TITLE: Front Office Coordinator

GENERAL STATEMENT OF DUTIES:  Works cooperatively and consultatively with the Office Manager (and Assistant Office Manager if applicable) in the performance of duties. Becomes proficient in all front office positions and fills in as necessary. Assists in training front office positions.  Assist with scanning and filing medical documents in the electronic medical record. Assist with billing and insurance functions as needed.

SUPERVISION RECEIVED:  Reports to the Office Manager/Assistant Office Manager (if applicable).

SUPERVISION EXERCISED:  Oversees Front Desk staff and Medical Records functions. Ensures coverage for all positions.

TYPICAL PHYSICAL DEMANDS:  Requires full range of motion including manual and finger dexterity and hand-eye coordination.  Requires ability to use office equipment, consisting of photocopier, fax machine, computer, phone equipment, calculator, postage meter and scale.  Requires prolonged sitting and standing as well as bending and stooping.  Requires ability to communicate with patients, physicians, and staff members.  Requires ability to review history forms, insurance forms, and patient information.  Requires ability to converse over the telephone clearly. Requires picking up and carrying items weighing 20 pounds.

TYPICAL WORKING CONDITIONS:  Work is performed in the reception area of the medical office.  Work may be stressful at times.  Interaction with patients, people who are ill, their families, other medical groups, and vendors is required.

EXAMPLES OF DUTIES:  (This list may not include all of the duties assigned.)

1. Ensures that all patients are properly greeted, paperwork is completed, questions are answered, and patients are kept informed of wait times or delays before being called into the clinical area.
2. Monitor the scheduling of patient appointments for OAC and ARA including EMG, Ultrasound, and laboratory appointments.
3. Enforces standards of professionalism and ensures that all front office staff meet customer services expectations, productivity expectations, and behavior/appearance standards.
4. Maintains awareness of waiting room status and facilitates timely flow of patients back to the clinic.
5. Coordinates check-out function with clinical departments to ensure that patients have all necessary information, prescriptions, and follow-up appointments scheduled.
6. Checks that proper information is in the electronic record before sending tasks or messages.
7. Ensure that the front desk introduces patients into the patient portal and issue a token so the patient may enroll.
8. Coordinates confirmation calls for ARA, OAC, EMG, lab, Ultrasound, and Infusion daily. Sends out Recall Letters on a weekly basis.
9. Reviews schedule for next day, check alerts for forms needed and actions to be completed. Create alerts in chart if needed. Check for multiple same day appointments (e.g., indicate if patient has both an office visit and an Infusion/Dexa/Ultrasound/EMG appointment). Check for future and/or duplicate appointments. Check for scheduling errors (e.g., is patient scheduled to see the correct doctor, is the patient scheduled for the correct amount of time?).
10. Assists manager with office supply inventory.
11. Assists with obtaining medical records of new patients one week prior to appointment.
12. Becomes proficient at all front-office positions and fills in as necessary.
13. Assists in the interviewing and hiring process as requested by manager of new front-office employees.
14. Trains front-office employees in their regular positions and cross-trains employees in other front-office positions to ensure that they have the ability to fill in for co-workers as required.
15. Periodically audits performance of front-office staff and reports findings to the Office Manager.
16. Manages each doctor’s schedule, which includes verifying appropriate scheduling for each physician’s unique needs and contacting patients to fill holes from cancellations and no-shows in conjunction with Strategic Scheduler. Ensure that the physician time slots are properly classified.
17. Oversees the completion, distribution, and posting to the T drive the No Show/Same Day Cancellation report. This includes ensuring that patients are contacted if they no show.
18. Coordinates coverage for the front-office staff.
19. Ensures accurate capture of insurance information in NextGen, including running insurance through Phreesia, CareFirst Direct, and Navinet.
20. Serves as back-up as needed for daily reconciliation and the desk (check-out logs, monies, and fee tickets).
21. Respond to Business Office enquiries as needed.
22. Other Duties as Assigned: The assignment of duties to employees is not limited to the content of this job description. Other tasks and assignments may be related to the work usually assigned to the employee, but in some circumstances may be completely unrelated.

EDUCATION:

1. Bachelor’s degree or commensurate experience required.

EXPERIENCE:

1. Five or more year’s medical office experience preferred.
2. Computer experience and knowledge required.

PERFORMANCE REQUIREMENTS: (Knowledge, Skills, and Abilities)

1. Skill in understanding organizational policies, procedures, and systems.
2. Ability to speak clearly and concisely.
3. Ability to read, understand, communicate, and follow oral and written instructions.
4. Knowledge of medical practices terminology, and computer systems and applications.
5. Knowledge of grammar, spelling, punctuation, and sentence structure to answer correspondence and prepare reports.
6. Knowledge of health insurance companies, and billing/collection practices.
7. Skill in operating a computer, photocopier, fax machine, and postage meter.
8. Excellent interpersonal skills, and the ability to communicate clearly.
9. Ability to establish and maintain effective working relationships with patients, employees, physicians, and the public.
10. Ability to work in a fast-paced, stressful environment.
11. Ability to multitask.
12. Be detail oriented.

COMPLIANCE:

1. Follow all procedures and maintain high ethical standards.
2. Follow guidelines for maintaining patient confidentiality.
3. Understand and follow HIPAA requirements.
4. Demonstrate a strong commitment to honest and responsible corporate conduct.
5. Identify, report and/or prevent any fraudulent or unethical behavior.
6. Initiate notification to management if inappropriate behavior is observed within the organization.

HIPAA-Minimum Necessary Access to PHI

The responsibilities associated with this position allow access to the computer “role” of ARA Administrator only. 

We are committed to enforcing minimum necessary access to our patients’ PHI by limiting the uses and disclosures of this information within our practice.  In order for this employee to carry out his/her job (carry out TPO) in a manner that best serves our patients, the employee needs access to the afore mentioned computer “role”.  Role descriptions are explicitly defined in our HIPAA manual.  Access to computer information is password protected.  Upon termination of an employee, his/her password will be deleted from the system.

DISCLAIMER:

The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job.  It is intended to be an accurate reflection of the general nature and level of the job.

Qualifications

Salary : $22