Office Coordinator-Full Time-Days

Facility

Cape Fear Valley Medical Center

Location

Fayetteville, North Carolina

Department

Emergency Department

Job Family

Clerical

Work Shift

Days (United States of America)

Summary

Performs office coordination, secretarial, clerical and general office duties as well as process referrals, navigate new agencies, submit payment and reimbursement requests and processes Medicaid CAP billing. Receives visitors, answers and routes telephone calls. Provides information and referral services to callers and directing them to community agencies as appropriate. Complete telephone and online entry of referrals for the Department of Health Benefits (DHB). Maintains updated and approved CAP community agencies numbering close to two hundred. Is responsible for daily Kronos timekeeping for work from home staff. Is responsible for ordering supplies, services, equipment and coordinating major Medicaid waiver purchases. Tracks reimbursement of waiver purchases in NCTracks and coordinates vendor payment. Is responsible for billing all CAP Medicaid beneficiaries monthly and managing denials in Epic and with DHB.

• Performs receptionist duties to include routing mail, telephone calls, and directing the public to the appropriate party.
• Maintains the community agency of choice lists to ensure all licensures are in order and updates forms as required by DHB.
• Maintains accurate daily Kronos Time/Attendance records for the department for from home team members.
• Coordinates letters, correspondence, mailing to include trackable mail and other requests from case managers
• Is responsible for provider relations – coordinates vendor setup, informs vendors as to accessing CSC/NCTracks for provider enrollment or changes, verifies Medicaid enrollment prior to revising choice lists, keeps selection lists current and available for case manager use.
• Completes online entry of CAP referrals for DHB screening, tracks progress as requested by applicants and caregivers. Informs callers regarding the mandatory waitlist priorities and refers for Money Follows the Person priority when appropriate.
• Maintains tracking log for all waiver purchases from quote to selected vendor, to invoice in collaboration with Purchasing and Accounts Payable. Monitors NCTracks to confirm the waiver Medicaid reimbursement. Coordinates NCTracks inquiries with Physician’s Billing in regard to denials or partial payments.
• Maintains the database of active CAP/DA beneficiaries in EPIC to capture hospitalized CAP patients and their location, generates a report of hospitalized CAP patients and distributes to CAP Case Managers, Coordination of Care and Rehab Inpatient Admissions daily to facilitate patient flow and discharge planning.
• Supports staff in maintaining CAP policies in PolicyTech.
• Maintains resource files/lists and provides information to CAP beneficiaries and others in the community upon request.
• Is responsible for entering and processing all CAP Medicaid billing in Epic to include working through denials to ensure accurate reimbursement for CAP services and repayment for vendor services.
• Performs other duties in support of the department as assigned.
  
  

Qualifications

Education and Training: High School Diploma with experience in Excel, Word and be familiar with office management systems and procedures.

Work Experience: A minimum 2 years of office admin experience is required.

Knowledge, Skills, and Abilities Required: Personal computer skills are required. An ability to access and manage internet-based programs is required. The ability to multitask while working in internet-based programs is necessary. Bookkeeping skills are required. Data entry skills with speed and accuracy are also required. Demonstrates positive interpersonal skills with excellent communication, problem solving skills. Is knowledgeable of and sensitive to the psychosocial, spiritual, and cultural needs of individuals. Medical Terminology is required.

Physical Requirements: Near visual acuity is necessary. Good oral communication skills are necessary as well as hearing to answer and route telephone calls and department visitors. Requires sitting for long periods of time. Must be able to negotiate the various physical plants throughout CFVHS as well as non-level surfaces in various community agencies.

Required Licenses And Certifications

Cape Fear Valley Health System is an Equal Opportunity Employer M/F/Disability/Veteran/Sexual Orientation/Gender Identity