OFFICE COORDINATOR

Description

POSITION: Office Coordinator

REPORTS TO: Practice Manager and/or Regional Operations Manager

JOB SUMMARY: Under the direction of the Practice Manager and/or Regional Operations Manager, the Office Coordinator is responsible for leading and coordinating all clerical activities related to daily practice operations. Supporting teams to adhere to high quality clinical processes and accurate administrative tasks while promoting a professional work environment and excellent patient experience.

Responsibilities may include, but are not limited to, the following:

Personnel

• Assists the Manager in interviewing, hiring, training, and evaluating clerical personnel. Collaborates with Manager on all applicable staffmember evaluations.

• Assists the Manager in ensuring all personnel are appropriately trained, licensed, and credentialed.

• At the direction of the Manager, presents relevant information regularly at staff meetings, via emails, and one-on-one communication in a timely manner.

• Supports the Manager in resolving any interoffice disputes for clinical and/orclerical personnel.

• Coordinates schedules for all appropriate personnel and recommends changes and improvements as needed to the Manager.

• Ensures all front office and clinical coverage as applicable.

• Schedules and facilitates clinical in-services for staff at the discretion of the Manager.

• Maintains clerical competency for all staff which may include clinical staff. Oversees cross-training and education of staff. This may include remediation/retraining for staff members, as needed.

Admin / Business Operations

• Will be required to be proficient in, and sometimes perform, all aspects of a Patient Service Representative, charge entry and/or scrubbing,and patient collection support.

• Collaborates with Manager and Physician(s) to plan and execute process changes that improve patient care services and patient management.

• Reviews physician schedules periodically and may make suggestions to maximize physician efficiency and productivity, coordinates changes with the Manager and Physician(s).

• Coordinates the ordering of all front office / admin supplies—develops effective inventory control systems as delegated by the Manager.

• Collaborates with Manager and Physician(s) to promote efficient and cost-effective management of resources.

• Oversees and distributes business office work activities according to staff schedules.

• Oversees the practice’s check-in and check-out process to accomplish efficiency and excellent patient care.Recommends changes for positive patient experience.

• Manages and ensures consistent collection of payment at time of service, including co-pays, deductibles, and outstanding balances.

• Reviews accounts receivable reports monthly; brings large balances and rejection patterns to the attention of the Manager.•Speaks with patients who have large, outstanding balances and attempts to collect on the account or arrange a payment plan.•Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice.

• Completes all assigned AP training (such as CPR, OSHA, HIPAA, Compliance, Information Security, others) within designated timeframes.

• Complies with Allergy Partners and respective hub/department policies and reports incidents of policy violations to a Supervisor/Manager/Director, Department of Compliance & Privacy or via the AP EthicsPoint hotline.

• And any other tasks deemed necessary by management.

Supervisory Responsibilities

This job has leadership responsibilities which typically involve overseeing clerical and clinical personnel. The position shall report directly to the Practice Manager and/or Regional Operations Manager.

Typical Physical Demands

Position requires prolonged sitting, some bending, stooping, and stretching. Good eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is also required. Employee will occasionally be asked to lift and carry items weighing up to 30 pounds. Employee must have normal range of hearing and eyesight to record, prepare, and communicate appropriate documents.

Typical Working Conditions

Normal clinical office environment. Occasional evening or weekend work.

Qualifications

EDUCATIONAL REQUIREMENTS:

• High School Diploma required.

• Associate or Bachelor’s degree preferred.

• QUALIFICATIONS AND EXPERIENCE:

• Minimum three years of work experience in a medical office setting.

• Minimum one year of work experience in an allergy practice preferred.

• Previous supervisory experience preferred.

• Excellent communication skills.

• Analytical ability strongly preferred.

• Ability to utilize an electronic medical record, practice management systems and Microsoft applications.

• Understanding of scheduling, billing, collections, and patient flow in a medical practice.

• Patient centered approach to problem solving and process development.

• Professional appearance.