At Cleveland Clinic Health System, we believe in a better future for healthcare. And each of us is responsible for honoring our commitment to excellence, pushing the boundaries and transforming the patient experience, every day. We all have the power to help, heal and change lives — beginning with our own. That’s the power of the Cleveland Clinic Health System team, and The Power of Every One. Job Title Office Coordinator Clerical - Tomsich Health and Medical Center of Palm Beach County Location West Palm Beach Facility CC Florida West Palm Beach Department Wpb Registration-Weston Hospital Job Code 000668 Shift Days Schedule 8:00am-5:00pm/7:00am-6:00pm Job Summary Job Details Join the Cleveland Clinic team, where you will work alongside passionate caregivers and provide patient-first healthcare. At Cleveland Clinic, you will work alongside passionate and dedicated caregivers, receive endless support and appreciation, and build a rewarding career with one of the most respected healthcare organizations in the world. As an Office Coordinator, you will provide high customer service to patients, families, visitors, and other caregivers to promote and support positive patient experiences. Your primary duties will include, but are not limited to: • Maintaining communication with patients, families, and other caregivers. • Assisting with patient admissions, transfers, and discharges. • Answering phones/triaging calls. • Scheduling appointments/diagnostic testing and surgical procedures. • Obtaining referrals/authorizations. • Maintaining physician calendar and other administrative duties. The ideal caregiver is someone who: • Is professional, reliable, and punctual. • Demonstrates a strong work ethic in a team environment. • Is technologically proficient. • Has excellent communication skills. • Can effectively multi-task while paying attention to details and staying organized. This is an excellent opportunity for someone who is looking to build a career at a hospital that prioritizes career growth, learning opportunities, and employee wellness. This opportunity also offers tuition reimbursement after one year of employment. At Cleveland Clinic, we know what matters most. That is why we treat our caregivers as if they are our own family, and we are always creating ways to be there for you. Here, you will find that we offer: resources to learn and grow, a fulfilling career for everyone, and comprehensive benefits that invest in your health, your physical and mental well-being, and your future. When you join Cleveland Clinic, you will be part of a supportive caregiver family that will be united in shared values and purpose to fulfill our promise of being the best place to receive care and the best place to work in healthcare. Responsibilities: Supports clinic operations by direct involvement with the physician(s) and nurse(s). Facilitates the access of patients to CCF through direct patient appointment scheduling or by serving as a liaison between patient and/or other medical departments. Works through and solves patient issues professionally and in a timely manner. Produces error-free transcribed correspondence. Takes and relays phone messages for the respective area in a clear and concise manner in accordance to CCF policy. Assists with calendar, meeting, and travel arrangements as requested and ensures proper forms are completed. Ensures all patients are rescheduled relating to physician out days in a timely manner. Orders supplies using cost effectively, appropriate cost center numbers and correct processes. Utilizes correct pathway to retrieve lab and radiology reports (via Net Access) and dictated reports (via Total eMed) as needed. Verifies and updates patient demographics and insurance information. Identifies whether patient needs referral and/or authorization and obtains referral and/or authorization when necessary. Ensures appointments are booked on proper case and add any cases or schemes as necessary. Obtains proper information such as PCP, referring physician, CPT/DX codes prior to entering request into referral module. Inputs reasons for all visits on all appointments. Ensures same day add-on appointment is communicated to appropriate department personnel. Ensures authorization is secured for same day add-on appointment and same day inpatient hospital admissions. Ensures surgery packets are completed correctly and delivered in at timely manner to OPS and Access Plus. Works in conjunction with nurse to reconcile day sheet with charge tickets. Assists other departments within the pod as needed. Maintains complete and up-to-date documentation and files at all times, including product and service quotes. Other duties as assigned. Education: Some college or technical training. Knowledge of medical terminology gained through experience or formal course work. Excellent customer service, interpersonal, and oral and written communication skills. Basic arithmetic skills (addition, subtraction, multiplication, division, percentage). Strong computer skills, working knowledge of (e.g., Microsoft Word, Microsoft Excel, email software). Typing competency with the ability to format, spell, punctuate, edit, and proofread typed copy. Ability to transcribe dictated correspondence if needed. Must have good organizational skill to perform multiple activities. Certifications: None required. Complexity of Work: All employees are expected to meet the standards of performance outlined in the Organizational-Wide Competencies listed below as applied to the position: World Class Service Orientation: Includes attitude, behavior, interpersonal skill, and problem solving that enable an employee to respond to internal and external customer needs and expectations in a positive manner. Adaptability: Includes teamwork and flexibility needed to fulfill job responsibilities including adapting to changes in work environment and accepting supervisory feedback. Efficiency and Effectiveness: Includes quantity and quality of desired work, as well as organization skills necessary to perform successfully. Essential Job Requirements: Includes adherence to all relevant policies, procedures, and guidelines affecting the work environment, including maintenance of required competencies and communication skills. Supervisory Responsibilities (if applicable): Includes overall accountability for assigned work group relative to operational goals, personnel requirements, and budgetary constraints. Note: The above stated duties are intended to outline those functions typically performed by individuals assigned to this classification. This description of duties is not intended to be all inclusive nor to limit the discretionary authority of supervisors to assign other tasks of similar nature or level of responsibility. Work Experience: Minimum two (2) years medical office experience and/or a minimum two years medical insurance experience. Physical Requirements: Able to relate to other health care workers and develop productive work relationships with peers and physicians. Projects a cooperative, positive helping demeanor and is able to perform well under stressful conditions. Is flexible and able to adjust to changes in assignments. Able to work under minimal supervision, prioritize workload and meet required deadlines. Ability to sit for long periods of time, work in front of a computer monitor and use keyboard for sustained periods of time. Able to walk about the department and hospital and lift and carry paper, notebooks up to 10 pounds without assistance. Working Conditions: Fast-paced, very active position. Personal Protective Equipment: Follows Standard Precautions using personal protective equipment as required for procedures. The policy of Cleveland Clinic Health System and its system hospitals (Cleveland Clinic Health System) is to provide equal opportunity to all of our caregivers and applicants for employment in our tobacco free and drug free environment. All offers of employment are followed by testing for controlled substance and nicotine. All offers of employment are follwed by testing for controlled substances and nicotine. All new caregivers must clear a nicotine test within their 90-day new hire period. Candidates for employment who are impacted by Cleveland Clinic Health System's Smoking Policy will be permitted to reapply for open positions after one year. Cleveland Clinic Health System administers an influenza prevention program. You will be required to comply with this program, which will include obtaining an influenza vaccination on an annual basis or obtaining an approved exemption. Decisions concerning employment, transfers and promotions are made upon the basis of the best qualified candidate without regard to color, race, religion, national origin, age, sex, sexual orientation, marital status, ancestry, status as a disabled or Vietnam era veteran or any other characteristic protected by law. Information provided on this application may be shared with any Cleveland Clinic Health System facility. Please review the Equal Employment Opportunity poster. Cleveland Clinic Health System is pleased to be an equal employment employer: Women / Minorities / Veterans / Individuals with Disabilities We know that fully supporting our caregivers is what creates the best outcomes for our patients. Our outstanding, comprehensive offerings are an investment in your health, well-being and future. What began in Cleveland in 1921 has grown to include locations throughout, the U.S. and even other countries. For you, that means more opportunities to learn, grow and serve patients — while finding caring, thriving communities both at work and at home. Cleveland Clinic is a nonprofit multispecialty academic medical center that integrates clinical and hospital care with research and education. Headquartered in Cleveland, Ohio, it was founded in 1921 by four renowned physicians with a vision of providing outstanding patient care based upon the principles of cooperation, compassion and innovation. Cleveland Clinic has pioneered many medical breakthroughs, including coronary artery bypass surgery and the first face transplant in the United States. U.S. News & World Report consistently names Cleveland Clinic as one of the nation’s best hospitals in its annual “America’s Best Hospitals” survey. Among Cleveland Clinic’s 70,800 employees worldwide represent 140 medical specialties and subspecialties. Cleveland Clinic is a 6,500-bed health system that includes a 173-acre main campus near downtown Cleveland, 19 hospitals, more than 220 outpatient facilities, and locations in southeast Florida; Las Vegas, Nevada; Toronto, Canada; Abu Dhabi, UAE; and London, England.