New Patient Coordinator
The successful New Patient Coordinator will perform all scheduling and office tasks related to new referrals and new patient scheduling. Essential duties include providing excellent customer/patient services via phone and in person, scheduling appointments for patients according to established protocols, assisting patients/clients with forms and outcomes. This position is considered a crucial link between the patient and the care delivered by providers. This person must work collaboratively with all providers in support of direct patient services, exhibiting flexibility and a “can do” attitude. Patient services are the key priority in this position requiring the receptionist to strive towards the goal of fostering an environment which promotes comfort, trust and healing. The position must exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy and tact in patient/staff interactions.
Schedule:
● Reviewing and auditing that every single appointment is scheduled correctly, ensuring correct time/date, practitioner, exam type (initial, re-eval, etc.). Cross-referencing each appointment with the full daily, weekly and monthly schedule (ensuring compliance with all clinic and practitioner guidelines and goals).
● Managing practitioner schedules, available hours and time blocks/vacations.
● Aligning all appointments with ROFs and treatment goals, tracking all re-evaluations.
● Daily schedule reconcile: was each appointment completed, correct charge captured, and follow up scheduled. Update any alerts (insurance changes, packages, credits). Direct Front Desk staff to follow up with any patients for any reason.
● Prepare all New Patient packets
● Manage the entire calendar year, blocking off holidays, vacations, etc. Track any ChiroSpring glitches with schedule blocks
Insurance
● Responsible for all insurance related tasks to set billing up for success. Making an initial New Patient call to insurance company or online verification to determine benefits (deductibles, copays, accumulators, pre-authorizations). Fully understand the nuances of each patient’s policy.
● Daily and weekly tracking of each patient’s current insurance status (deductions/visit counts/available benefits/pre-authorizations) BEFORE they walk in the door
● Set up Billing Manager for success in communicating all insurance information to patients in a timely and simple manner that they can understand.
● Entering insurance information correctly into Chirospring so billing is accurate and timely.
New Patient Processing
● Field all new patient appointment inquiries and follow up by sending forms.
● Create client record in ChiroSpring ensuring accuracy for all data (insurance, demographics, etc.)
● Receive new patient intake form and insurance form
● Create accurate CA Memo Alert following standardized alert language. Make sure all Front Desk staff is clear on any nuances to their alert, case, situation, etc.
● Initial phone call to patient. Triage for best practitioner/modality, making sure they know all the services available at WB if they have not chosen an initial practitioner.
● Approve initial appointment.
● Prepare all new patient packets and have them arrive 15+ minutes early to appointment. When they arrive sit down and walk them through each form ensuring they understand all WB policies and practices and that they thoroughly understand their insurance benefits.
● Support Front Desk in capturing a patient's first co-pay/co-ins so everyone is clear about expected charges.
Staff Support
● Work alongside Front Desk Staff to ensure proper protocols for scheduling and patient check in/out.
● Support Front Desk staff in adhering to all insurance/new patient protocols and procedures
Patient Tracker
● Manage, understand, and update Patient Tracker. This includes New Patients, Initial patients and daily ROF and follow up appointment tracking.
● Fill out ROFs for practitioners and attach to the daily schedule in the morning.
● Weekly printing follow up patient trackers and working with the Front Desk staff to ensure all calls are completed weekly
Facilities
● Maintain building cleanliness: midweek pick up, exterior cleanliness and repairs. Coordinate and report to the clinic manager any needs (repairs or weekend cleaning crew).
This position will work side by side with the Clinic Manager and both positions will report to the owner.
To Apply: Please Attach a Cover letter letting us know why you would like to work in our clinic, in addition to your resume. Resume will not be considered if a cover letter and skills tests are not completed.
Please learn more about who we are at wellbalancedmvmt.com
Job Types: Full-time, Contract
Pay:$ 20.00 per hour plus incentive bonus
Job Type: Full-time
Pay: $20.00 per hour
Experience:
- Customer service: 1 year (Preferred)
- Medical terminology: 1 year (Preferred)
- Computer skills: 1 year (Preferred)
Work Location: In person
