Front Office Coordinator - Urology

Description
JOB SUMMARY:
The Front Office Coordinator (FOC) uses their experience and knowledge to appropriately triage scheduling and perform clerical duties. This position will be responsible for scheduling appointments, maintaining patient records, processing referrals, and performing clerical tasks. As the Front Office Coordinator, this position is responsible for performing a variety of secretarial and clerical responsibilities in support of the physicians and other members of the clinic.
JOB SPECIFIC DUTIES AND RESPONSIBILITES:

1. Gathers pre-admission information from hospital, patient or family member on scheduled patients before initial visit.
2. Obtains financial updates, documents in the billing system, completes forms and obtains signatures as "alerts" request.
3. Obtains, verifies, and updates patient information and provides support services to patients and medical staff. Checks in patient to their appointment and verifies paperwork is up to date.
4. Locates and retrieves medical reports, outside medical records and radiology reports as needed or requested.
5. Refers patients to the Patient Financial Advocates when alerted by billing system or if the patient has billing questions.
6. Contacts the social worker for assistance with patient needs such as lodging, transportation, medication request, or any type of social worker request.
7. Processes any medical records requests for facilities with no medical records department.
8. Scans all information into the EMR, assuring quality of completed chart before it is filed or scanned in the permanent chart.
9. Schedule referring and future physician appoints as requested by physician. This includes sending the required records for the referring appointments.
10. Ensures patient's initial appointments/schedules are up to date and in the computer.
11. Investigates all "no shows", clearly documents reasons "why" and makes appropriate follow up. Follows the Patient Services no show policy located in CARTInet.
12. Reschedules any cancelled appointments making sure all patients have follow up appointments.
13. Prints out schedules for physician, nurse and patient appointments.
14. Maintains daily written or electronic documentation of completed work in order to provide data for monthly reports.
15. Confirm appointments daily and confirm appointments that have not been confirmed via Doctor Connect.
16. Conducts daily research of expired patient information and updates EMR or billing systems. Notifies physician and medical records if required.
17. Greets, screens, schedules and directs patients. Assures patients are queued as arrived for services, notifying nurses and physician.
18. Prepares and processes correspondence. Answers routine medical inquires and drafts letters.
19. Answers telephone, screens calls, takes messages, and provides information to patients.
20. Manages office and clinical supplies with final authorization through department manager. Assists in the care and maintenance of office equipment.
21. Serves as the key operator of the Front Office copy machine and printer.
22. Prepares and posts holiday signs when facility is closed or if patient needs to be directed to another pod.
23. Prepares and mails to new patients the new patient packet with the CARTI booklet and new patient appointments.
24. Reports any housekeeping issues to the EVS manager.
25. Opens any unspecified mail/faxes and distribute accordingly throughout the clinic.
26. 20 hours annually spent cross training, covering in other service modalities, as needed.
27. Reconciles petty cash as policy requires and turns in deposit slip at the end of every day.
28. Engages with patients to collect on account balances and payments due at time of service.
29. Issues receipts for patient account collections per policy.
30. Processes EMR task and group inbox queues.
31. Serves as a content expert and preceptor for new hires.
32. Participates in continuing education/training.
33. Receives and enters outside referrals to physician and nurse practitioner by entering patient information into G4 and scheduling the patient according to referral needs i.e. STAT.

Requirements
EDUCATION, CERTIFICATION, LICENSURE and REGISTRATION:

1. High school graduate or GED required.
2. Associate or Bachelor's degree in business administration or a secretarial program preferred

EXPERIENCE, KNOWLEDGE, SKILLS and ABILITIES:

1. Minimum of three years of previous experience in a medical office setting with customer service skills.
2. Competent in EMR and PMS systems.
3. Strong knowledge of medical terminology.
4. Excellent computer and other basic office equipment skills.
5. Skilled in gathering, interpreting and reporting insurance information.
6. Knowledge of insurance practices and office procedures.
7. Knowledge of grammar, spelling and punctuation to type from draft copy, review and edit reports and correspondence.
8. Skilled in time management and organization.
9. Ability to establish and maintain effective working relationships with patients, team members and the public.
10. Competent and able to troubleshoot Front Office copy machine and printer.
11. Internal candidates must have scored 3.3 or higher on annual performance evaluation to be considered for this position. Must maintain a 3.3 or higher to maintain FOC position.
12. Must attend in person or by phone 9 department meetings or trainings.

OTHER JOB REQUIREMENTS: Travel to satellite centers as needed.
SUPERVISORY RESPONSIBILITY: None