Business Office Coordinator

JOB SUMMARY:

This position requires a person who is well organized and demonstrates a high degree of attention to detail. The person should be knowledgeable of all business office operations, and be a leader, motivator, and team builder for the Center. The Business Office Coordinator must also enforce policies of the Center, and be responsible for all financial data. May be delegated additional responsibilities or special assignments by Administrator/Owners.

JOB SPECIFICATIONS:

Must be a high school graduate with 5 years related experience required. Associate degree preferred. Basic accounting procedures with some accounting background in a medically-related environment, Supervisory experience, extensive experience in accounts receivable and accounts payable. Medical Billing and terminology knowledge required. Computer experience, Excel, Word, Medical Billing Software and Applications. Good communication skills and phone etiquette. Physically and emotionally capable of performing responsibilities of position.

JOB REQUIREMENTS:

Must have good communication and interpersonal skills. Maintain professional appearance. Employee must demonstrate knowledge of medical terminology, audio and visual acuity, and ability to follow through on problem solving. Demonstrate ability to make independent decisions and to suggest alternative solutions to problems encountered. Physical demands require employee to sit and answer the phone-or make phone calls for extended periods of time. Reasonable accommodations may be made to enable individuals to perform essential functions.

JOB BEHAVIORS:

Must adhere to Center’s Code of Conduct Policy. Demonstrate ability to work as a team member and to communicate directly and professionally according to the chain of commands. Must be flexible reliable, productive, patient-oriented, and self motivated.

JOB RESPONSIBILITIES:

• Reports directly to the facility Administrator. Is a leader, motivator, and team builder.
• Is responsible for direct supervision of non-medical personnel, including orientation and evaluation
• Ensures facility provides great customer service (doctors, patients, family members, etc.).
• Hires and manages employees effectively. Runs daily operations smoothly and effectively.
• All insurance verifications completed prior to surgery. Patient out-of-pocket expenses collected prior to surgery. All cases are coded and billed within 72 hours. Payments posted within 24 hrs and deposits balance (up-front collections and total deposits). Follow up on outstanding accounts.

• Responsible for the financial performance, cash flow, and proper financial reporting of facility.

• Collections as a percentage of Net Revenue >100%

Days in A/R <35 days

Bad Debt Expense to Net Revenue < 2%

Percentage of A/R over 90 Days < 15%

• Implements and maintains appropriate internal controls. Ensures patient privacy.
• Employee Management
• Recruits and retains the best possible people.
• Trains staff appropriately.
• Continually reviews staff’s performance - document and provide feedback.
• Sets goals for the facility and each business office employee.
• Cross-trains business office employees for proper coverage.
• Act as the human resource contact for all employees.
• Responsible for properly managing all business office functions
• Scheduling:

Accommodates physician needs

Gathers all necessary information

Works to sell or market facility and grow case volume

• Insurance Verification:

Verifies patient coverage, benefits, and patient financial responsibility

Notifies patient of their financial responsibility as soon as appropriate

Collects patient fees before surgery

Gathers all necessary information for proper billing

• Reception:

Greets patient and family members with a smile

Directs visitor traffic

Appropriately answers and directs phone calls

Keeps family members informed

• Admissions:

Prepares patient for admission as quickly as practical

Explains all appropriate information to the patient

Collects patient’s financial responsibility

Verifies all forms are properly completed and all billing information is complete and accurate

• Coding:

Follows up on any missing operative reports daily

Captures all appropriate charges

Codes according to State & Federal Regulations

• Manage Care Contracts:

Educates staff on all contracts and contract changes

Maintains an up-to-date and organized filing system for all contracts

Ensures that the staff uses the most updated copy of the contract summary grid

Properly loads and updates all contracts into the patient accounting system

• Billing:

Takes all appropriate write-offs at the time of billing

Bills within 72 hours of surgery

Electronically bills when possible

Makes certain that all out-of-network claims carry the appropriate alert

• Payments:

Ensures proper separation of duties and internal controls

Deposits cash daily

Properly post payments based on contract rates

• Collections:

Verifies all patient accounts have the correct balance

Follows up on all accounts over 30 days at least twice per month

Sends patient statements at least monthly

Makes notes on all accounts

• Medical records:

Ensures that records are always secure

Maintains patient confidentiality

Follows up on all unsigned operative reports at least weekly

Verifies all medical records are complete within 30 days of treatment

• Accounts payable:

Ensure timely and accurate processing of facility invoices, patient refunds and vendor credits

Provide accurate expense accrual reports to facility management and accounting department

Makes sure there is proper documentation and approval for all checks issued

Maintains payment terms with all vendors

Properly codes all invoices

• Financial Reporting:

Understands and works to improve cash position daily

Balances cash daily

Timely and accurately reports month-end results

Work with accountant to produce timely and accurate financial reports

Ensures that bank accounts are reconciled monthly