Front Office Coordinator Diabetes Covington

St. Elizabeth Healthcare - Covington, KY3.8

Full-time
Job Title: Front Office Coordinator

Department: Practice Office Non-Exempt

PRIMARY PURPOSE:
The Front Office Coordinator is a working supervisor or team leader that is responsible for supervising all patient services functions; including patient flow, scheduling, check in/out, ensuring the efficient operations of both the front and back office, cover in the absence of the Practice Manager and any other duties as assigned. The Front Office coordinator serves as a role model for other front office employees and promotes teamwork, integrity, and continuous improvement. The Front Office Coordinator strives to maintain exemplary patient services and satisfaction standards at all times. The Front Office Coordinator is a highly visible “go to” person that is responsible for creating a positive impression with patients and visitors.

DUTIES AND RESPONSIBILITIES:
POSITION DUTIES - ESSENTIAL FUNCTIONS

ACCOUNTABILITY MEASURE (IF APPLICABLE)

MINIMUM STANDARD (volume/time)

1. Supervision of front office assistants including:
a. Assist Manager with performance evaluations, corrective action/counseling, resolving employee issues.

b. Train and orient new employees.

c. Assist with the edit of payroll.

d. Coordinate schedules, work flow, and delegate assignments.

e. Monitor performance and quality.

f. Ensure compliance with OSHA/CLIA/HIPAA. Provide training as needed.

g. Collaborate with the manager or office coordinators to maintain a consistent patient flow.

h. Oversee supply ordering. Delegate duties as appropriate.

Associate Feedback, Associate Exit Interviews, Accuracy of associate pay

Availability of Supplies

As needed

Ongoing and annually

As Needed

2. Verification of patient demographic information.

Edit Reports

Each Patient

3. Verification of current insurance by recording insurance card and ensuring current updates in the practice management system.

Edit Reports

Each Patient

4. Collection of co-pays, self pays, and outstanding balances.

System Reports

Each Patient

5. Ensure all information on the patient encounter is complete, accurate, and ready for charge entry.

Feedback from Revenue Cycle Manager

Each Patient

6. Ensure completion of close out procedures according to requirements and company policy.

Missing Charge Reports, Balance Reports

Daily

7. Ensure completion of referral process, outpatient test scheduling, and pre-certification.

Patient Feedback

Each Patient As Needed

POSITION DUTIES - ESSENTIAL FUNCTIONS

ACCOUNTABILITY MEASURE (IF APPLICABLE)

MINIMUM STANDARD (volume/time)

8. Timely and accurate filing and distribution of all patient information and incoming mail.

Complete and Accurate Patient Files

Daily

9. Ensure accurate and timely distribution of patient requests.

Patient Feedback

Each Patient AS Needed

10. Work with central billing office as needed to respond in a timely manner to all requests.

Timeliness of Responses to Information Requests

As Needed

11. Completion of all medical records reports.

As Needed

12. Communicate and/or order supplies needed.

Availability of Supplies

As Needed

13. Type correspondence and reports.

As Needed

14. Prepare next day's charts and encounters.

Complete and accurate record, non-payment for non-covered services

Each Patient

15. Prepare new patient records.

Charts completed and ready upon patient visit

Each Patient As Needed

16. Answer telephones within three rings and be helpful and friendly.

Daily

17. Other duties as assigned.

Completion of Duties

As Assigned

ORGANIZATIONAL RELATIONSHIPS:
The title of this position’s immediate supervisor: Practice Manager

Job titles of persons reporting to this position, if any: Medical Assistant, RN, LPN, Phlebotomist, Front Office

Assistant, Lab Technician, X-Ray Technician, Back Office Coordinator, Revenue Cycle Specialist

Number of employees supervised: Varies based on office size

FINANCIAL IMPACT AND RESPONSIBILITIES:
The Front Office Coordinator is accountable for activities that support attaining SEP’s financial goals and objectives. Activities include ensuring patient demographic and insurance data is complete and accurate, waivers are completed, oversight of charge entry functions, and other duties as assigned. These activities facilitate prompt payment for services.

EDUCATION:
Please describe the minimum education REQUIRED to perform the position duties.

Minimum: H.S. Diploma/GED

Desired: Associate degree, or post high school education related to medical office management; OR equivalent years of verifiable medical office supervisory experience.

YEARS OF EXPERIENCE:
Please describe the minimum amount of experience required to perform the position duties.

3-5 years previous medical office experience. One year previous supervisory experience preferred.

REQUIRED SKILLS AND KNOWLEDGE:
Ability to manage and prioritize multiple tasks, knowledge of Excel, Word, Outlook and Powerpoint and the ability to learn other computer skills. Must have good organizational skills and work professionally with doctors, hospital administration and management, SEP employees and the public.

OTHER REQUIRED SKILLS AND KNOWLEDGE:
1. Knowledge of current computer system (training provided).

2. Extensive knowledge of insurance plans accepted by SEP.

3. Extensive knowledge of referral process for insurance plans accepted by SEP.

LICENSES AND CERTIFICATIONS:
List any licenses and/or certifications required to perform this position.

N/A

PHYSICAL DEMANDS BY POSITION

Please check the activities that apply to this position and their level of frequency.

ACTIVITY

1

2

3

4

ACTIVITY

1

2

3

4

ACTIVITY

1

2

3

4

Walking

X

Reaching

X

Hearing

X

Sitting

X

Manual Dexterity

X

Normal

Conversation

X

Pushing

X

Use of Hands

X

Other

Sounds

X

Pulling

X

Talking

X

Vision

X

Climbing

X

Lifting

X

Acuity, Near

X

Stooping

X

Over 50 lbs.

X

Acuity, Far

X

Kneeling

X

Under 50 lbs.

X

Color Vision

X

Standing

X

Other*

  • Please specify:
Mental Requirement

Demonstrates both problem solving and problem prevention skills. Displays sensitivity to the need of patients, families, visitors, physicians, coworkers and other external customers. Demonstrates excellent communication skills and empathy. Treats others with consideration, courtesy and respect. Remains composed and takes actions to restore calm in stressful situations. Demonstrates judgment and tact when dealing with others.

Working Conditions

Responsible; works independently in a safe and appropriate manner. Timely; recognizes time as a customer’s most valuable resource and responds promptly. Accurate; works carefully and precisely with attention to detail. Coordinated; organizes and delivers service in the proper order; utilizes resources wisely.

Performs duties willingly and with initiative; shares necessary information so co-workers can do the same. Cooperates with other hospital departments and work groups.

Briefly describe the environmental working conditions of this position:

This position functions in a normal office environment (little exposure to excessive noise, dust, and temperature). Local travel required between work locations.

The routine duties of this position involve the low potential for exposure to blood borne pathogens and other potentially infectious materials, and has a low risk for exposure to Tuberculosis.