Spine Clinic Coordinator

JOB SUMMARY

The Spine Clinic Coordinator receives new patient prospect calls, and schedules patients with the most appropriate provider based on information collected during the initial call and/or prior patient documentation.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Triage all spine-related patient appointments and schedule appointments per VSON protocols to ensure patients are scheduled with the most appropriate provider in a timely manner
• Operates telephone to answer, screen or forward calls, providing information, taking messages, or scheduling appointments.
• Manages appointment related activities including patient scheduling, information, and instruction.
• Register new patients
• Monitors the spine call line activities throughout the day, to deliver world-class service.
• Requests and ensures receipt of records prior to patients’ appointments, including receipt of MRI images prior to MRI reviews.
• Reviews and places received external medical records into patients’ EMR records and distributes it internally to appropriate medical staff. Utilize EMR to find documents, label and assign to patient chart.
• Performs administrative support tasks such as operating scanners or computers to manage patient medical records, receipts, schedules, insurance registration, or other documents.
• Assists surgery schedules with clearance and authorizations if applicable.
• Communicates patient feedback, complaints and suggestions to manager.
• Meet the Company’s expectations as described in the VSON Policies and Practices.
• Maintain confidentiality of Personal Identifiable Information (PII) in accordance with company Policies and State and Federal laws, including OSHA and HIPAA regulations.
• Perform job in accordance with all company safety practices.
• Other duties as assigned.
• Provides assistance to peers or serves as a resource for less experienced employees.
• Actions may affect a work unit or area within a department.

KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of medical office procedures. Includes the ability to access data on clinic information systems such as scheduling software, Electronic Medical Records software, and company e-mail.
• Skill in developing and maintaining relationships, and communicating calmly and clearly with patients, medical staff and the public.
• Knowledge of English grammar, spelling and punctuation in order to interpret and follow oral and written instruction, keep detailed records, and sort and file materials correctly by alphabetic or numeric systems.
• Knowledge of basic arithmetic to make simple calculations.
• Ability to work under pressure, with interruptions and deadlines.

EDUCATION, EXPERIENCE AND CERTIFICATES

• High school diploma or equivalent required. Some college preferred.
• Minimum of 1 year work experience in customer service and/or clinical environment preferred.

WORKING RELATIONSHIPS

Patients and patients’ family members, clinic teams, spine teams, insurance companies, administrative teams, physicians and outside facilities.

WORK ENVIRONMENT AND CONDITIONS

Work environment is typically within the clinic office. Involves frequent contact with patients, dealing with sick and injured people, and some exposure to communicable diseases. Work may be stressful at times. Interaction with others is constant and interruptive. The noise level is usually moderate but can occasionally be loud due to volume of physicians and patients in the office.

PHYSICAL DEMANDS

Work may require sitting for long periods of time, stooping, bending and stretching for supplies with occasional lifting of files or paper weighing up to 50 pounds. While performing the duties of this job, the employee is regularly required to talk or hear. It is necessary to view a computer monitor for long periods of time. Duties require manual dexterity sufficient to operate a keyboard and mouse, operate a calculator, telephone, copier, scanner and other office equipment as necessary.

NOTICE This job description is not intended to be a comprehensive list of activities, duties or responsibilities for this job. The duties, expectations and actions listed for this role may change at any time with or without notice.

EEO STATEMENT We believe diversity makes us stronger. Vail-Summit Orthopaedics & Neurosurgery provides equal employment opportunities to all employees and applicants without regard to sex, gender identity, sexual orientation, genetics, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.