Medical Records/Office Coordinator

JOB TITLE: Scheduler/Office Coordinator/Medical Records

REPORTS TO: Facility Director

6:45am to 3:15pm working hours

TYPICAL WORKING CONDITION:

Work may require sitting for long periods of time: also stooping, bending and stretching for files and supplies, occasionally lifting files or paper weighing up to 30 pounds. Requires manual dexterity sufficient to operate a keyboard, facsimile, operate a calculator, telephone, copier and other such office equipment as necessary. Vision must be correctable to 20/20 and hearing must be in normal range for telephone contacts. It is necessary to view and type on computer screens as well as handwriting for long periods and to work in an environment which can be very stressful.

TYPICAL WORKING CONDITIONS:

Work is performed in the medical office. Work may be stressful at times. Interaction with others is constant and interruptive. Multi-tasking is a necessity. Contact involves patients with illness.

RESPONSIBILITIES:

The Scheduler/Office Coordinator is responsible for greeting and registering all patients and visitors that come into the office. Other Responsibilities include the smooth and timely check in and out of all patients. Works closely with all personnel in the office to ensure accurate communication is maintained within the office with regards to scheduling of patients and procedures that are required for that patient. Keeping and maintaining the schedule on a daily basis.

· Answering phone calls

· Multi-tasking

· Responsible for the Lobby appearance and materials contained in the Lobby, and hallways.

· Responsible for all patient charts being ready and available (attaching paper work) according to the schedule on a daily basis.

· Greet and assist all incoming visitors/patients in a cheerful and professional manner.

· Responsible for scheduling all patients for their needed procedures at the Center.

· Responsible for maintaining good working relationship with physician offices in order to help in the coordination of scheduling patients.

· Responsible for requesting appropriate paperwork form the physician office in order to safely and appropriately treat patients coming into the Center.

· Responsible for all patients signing in, all chart information being current and accurate with forms, chart stickers, ect. and inserting tabs as needed.

· Responsible for preparation of all new patient charts and responsible that all new paperwork is properly inserted into all patient charts.

· Responsible for making copies of all insurance cards and picture ID on new patients and confirming insurance information on existing patients.

· Responsible for recognizing and becoming expert in all Insurance Company’s referral format.

· Responsible for Valid authorizations on all incoming patients and copying for billing and chart. Calling cardiology and vascular offices as needed.

· Responsible for understanding and collecting copays, deductibles, co-insurance, past due balances at patient check in. In form of cash, check, credit card.

· Daily logging of patient payments received.

· Responsible for monitoring patient flow by notifying staff for check in as appropriate and assisting with updating patient family/friends.

· Completes “no show” and cancelled charts daily by marking the schedule as such.

· Responsible for rescheduling the patients for another date and time with direction from provider offices.

· Assist with updating form templates for medical records as needed.

· Stamp all out going mail.

· Sort and open incoming mail and distribute.

· Sort all incoming faxes and distribute as appropriate.

· Restock all copiers and fax machines. Along with ordering office supplies and snacks for patients/visitors.

· Shred documents as appropriate.

· Responsible for initial call and follow up calls for repair/maintenance of office equipment.

· Responsible for enforcing all rules and regulations as they pertain to visitors, guests and walk INS.

· Assist the administrator/director in obtaining necessary data for required reports. And take on additional tasks as assigned to assist the director within the clinic.

· Responsible to ensure smooth running of the office with regards to patients, vendors and visitors.

· Responsible for having ample amount of needed supplies and forms at work area and advising administrator when printed materials need reordering.

· Assist with medical record keeping and release of medical information in accordance to state and federal regulations adhering to HIPAA guidelines.

1. The medical records coordinator will be responsible for

a. Complying with medical record policies and procedures and related patient privacy and data security policies and conduct a periodic review of the compliance.

b. Maintaining the confidentiality, security, and physical safety of records.

c. Using a method of identifying designated locations of paper records throughout the Center to avoid unauthorized access including how records are secured in work areas, dictations areas as well as business office areas for billing and coding functions.

d. If records are digitally scanned and stored or there is use of an electronic medical record, review with Administrator assignment of passwords, which staff have access, and tracking of access.

e. Reviewing with Administrator who has access of records and evaluating the "need to know" status of all employees in compliance with privacy policies.

f. Assisting in the compliance of access to records, review request for records and appropriate consent of patient to release of records.

g. Maintaining a log of records copied and released along with the appropriate patient consent, as applicable.

h. Retrieving individual records upon request in a timely manner.

i. Maintaining a unique identification of each patient's record.

j. Managing the collection, processing, maintenance, storage, retrieval, and distribution of records.

k. Maintaining the predetermined, organized, and secured record format.

· Other appropriate duties may be assigned that are not listed in the description.

PERFORMANCE REQUIREMENTS- KNOWLEDGE, SKILLS AND ABILITIES:

This position requires a minimum of one (1) year experience in a medical setting. Basic medical terminology, knowledge of medical specialties and insurance is required. Experience with Athena and Availity is preferred.

Knowledge of business office procedures is preferred. Candidate must have knowledge of grammar, spelling and punctuation to type patient information. Also required is skill in operating a computer, photocopy and facsimile machine. The candidate for this position must be able to speak clearly and concisely, be able to read, understand and follow oral and written instruction. This person must also possess the ability to sort and file materials correctly by alphabetic or numeric systems. Most important, he or she must be able to establish and maintain effective working relationships with patients, employees, visitors and other doctor’s offices as well as the public.

Job Type: Full-time

Pay: $15.00 - $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 5 years (Required)
• Computer skills: 5 years (Required)
• medical terminology: 5 years (Required)
• Insurance knowledge/availity: 5 years (Required)

Work Location: In person

Salary : $15 - $19