What are the responsibilities and job description for the Administrative Coordinator MNPG Nephrology position at Mount Nittany Health?
POSITION SUMMARY
The Administrative Coordinator acts as a liaison between providers, staff, and external stakeholders and departments to ensure the consistent and efficient operations of the assigned practice, department, or program. Performs technical and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the practice, department, or program.
MINIMUM REQUIREMENTS
Education:
- High School diploma or equivalent.
- Completion of a Medical Office Professional program or equivalent preferred
Experience:
- Two years of administrative experience in registration, scheduling, and/or clerical program support preferably in a medical practice or clinical setting preferred.
- Experience in office functions: coordinating mass mailings including the use of mail merge functions; data entry and filing; knowledge of various software programs including MS Word, Excel, and Access preferred.
Knowledge, Skills, Abilities:
- Excellent customer skills are essential.
- Knowledge of physician office procedures, medical terminology, grammar and spelling.
- Working knowledge of office equipment such as copiers, fax machines, telephones and computers.
- Ability to sort and file materials by alphabetic and numeric systems.
- Ability to speak clearly and communicate effectively and to read, understand and follow written and verbal instructions.
- Ability to record messages and patient data accurately.
- Knowledge of medical terminology is preferred.
License/Certification/Registration:
None
SUPERVISION RECEIVED
Receives general supervision from the Practice Manager.
SUPERVISION GIVEN
None
ESSENTIAL FUNCTIONS
- Coordinates daily clinic activities including patient scheduling and flow, ensuring adequate and appropriate staff coverage as well as managing employee’s allocation and schedules.
- Responds to requests for information and data; prepares ad hoc reports for management by conducting required research, analyzing the data and organizing the data in the requested format.
- Coordinates daily clinic activities including patient scheduling and flow, ensuring adequate and appropriate staff coverage as well as managing employee’s allocation and schedules.
- Coordinates general facility issues and maintenance as well as ensure that there are adequate and appropriate levels of supplies, equipment, tools, etc.
- Identifies information technology dysfunctions. Communicates and coordinates problems with the appropriate personnel.
- May balance cash payments, cash on hand, and prepare daily bank deposits per the cash control procedure at end of shift. Records payments and maintains required records, reports and files.
- Assists with billing related activities such as researching missed charges, referrals and prior authorizations. Obtains information to process claims or resolve denials.
- Coordinates the completion of outstanding documentation deficiencies and/or CDI query requests.
- Prepares CME and other expense reports, request checks, and address invoices.
- Tracks provider licensure and proactively notifies providers when license or certification needs to be renewed.
- Answers telephone calls, takes messages, responds to inquiries and transfers calls as appropriate. Responds to emergency calls per established procedures.
- Addresses initial patient complaints, collects relevant information, and reports to the Practice Manager as needed.
- Creates schedule templates, performs schedule-planning activities and creates schedule reports as needed.
- Processes on-call schedules (e.g. generate, update, fax, etc.)
- Provides assistance in the coordination of student activities (student observerships/internships, medical students, and residents) by facilitating communication of process and scheduling assignments if necessary.
- Trains, observes, and coaches staff to ensure adherence to all administrative policies and procedures as applicable.
- Provides input to Practice Manager for employee disciplinary actions and performance appraisals.
- Completions of regular reporting for the practice, department, or program (e.g. PSU medical student and resident hour tracking).
- Prepares and/or modifies written correspondence and reports and compile financial data as assigned. Distributes as directed.
- Orders and maintains sufficient inventory of office supplies and equipment.
- Creates letter templates and organizes filing systems, mailing, faxing, copying, communication modalities, etc.
- Processes payroll through Kronos and monitors overtime utilization.
- On a regular basis, documents staff performance to be used during the completion of annual performance evaluations. In coordination with Practice Manager, addresses any staff related performance issues.
NON-ESSENTIAL FUNCTIONS
Performs related and miscellaneous duties as assigned.
