Coord, PT/Adm-Schdlng

The primary responsibilities of the Patient Referral and Medical Records Coordinator include:

• Screens all incoming patient referrals for clinical urgency.
• Any potentially urgent referrals are immediately sent to a Nurse Practitioner for review via eCW jellybeans.
• If the NP requests additional clinical information, this position requests the information from the referring provider.
• Schedules all urgent patients in the appointment time slot designated by the NP.
• Schedules all other patient referrals in the next available appointment slot.
• Ensures minimal backlog of new patient referrals at all times
• Completes all patient records requests (Tricare, Hushmail, D jellybean, mailed requests)
• Obtains operative and pathology reports from external EHR’s and submits for physician review or patient follow-up
• Performs follow-up on return to sender/incorrect address letters
• Assists clinical staff with any records requests
• Facilitates completion of new patient paperwork via the patient portal or paper copy
• Provides back-up to front desk receptionist
• Welcomes and greets all patients and visitors in person and over the phone, utilizing AIDET.
• Answers the phone in a polite and courteous manner
  • Process phone messages and relays to appropriate staff person or provider
  • Screens and transfer calls accordingly
• Registers new patients and updates existing patient demographics by collecting detailed patient information including appropriate forms, personal and financial information
  • Assists in obtaining pertinent information to register patient and attaches proper means to document patient identity
  • Assembles patient medical record forms and prepares patient identification
• Facilitates patient flow by notifying the medical assistant of patient’s arrival, being aware of delays, and communicating with patients and clinical staff
• Protects patient’s confidentiality, making sure protected health information is secured by not leaving PHI in plain sight and logging off the computer before leaving it unattended
• Adheres to medical-legal requirements when answering correspondence and inquiries.
  • Maintains and controls the release of information to authorized persons only
  • Prepares records of correspondence according to clinic needs.
• Schedule outpatient appointments and procedure appointments
• Patient Portal Support
• Use eCW telephone encounter for patient communication
• Review future schedules for account completion
• Checks patients out and collects copays, balances and payment plans
• Facilitates the staff routing of incoming faxes appropriately
• Tracks outgoing referrals to confirm scheduling
• Timely action maintaining eCW “Jelly Beans”
• All other job duties as assigned