Coordinator, Clinic Office - Dallas

Working at Envision means having a job that’s more than just a way to make money. It's a job that makes a difference.

We offer team members:

• Careers with purpose
• Teamwork environment
• Amazing 401K Retirement Plan
• Envision Paid Life Insurance
• Medical, Dental, Vision, FSA Plans
• 10 Paid Holidays
• PTO & Vacation
• Tuition Reimbursement

POSITION SUMMARY

The Clinic Office Coordinator is responsible for the clinic flow and the daily non-clinical operations of the Envision Vision Rehabilitation Clinic environment. The Clinic Office Coordinator works under the direction of the Director of Rehabilitation Services to coordinate patient flow within the clinic, supports billing, training, and engagement activities, and functions as a liaison for the clinic staff and the Director, while ensuring and maintaining compliance with QuadA, HIPAA, CMS, grant funding requirements, and other regulatory guidelines and regulations.

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS INCLUDE:

Clinic Front End

• Ensures efficient and effective daily clinic flow & non-clinical operations which includes but is not limited to taking patient phone calls & triaging needs, low vision product support, patient scheduling, checking patients in and out, verifying insurance, ensuring adequate and required patient documentation is in place prior to appointments, making reminder calls and sending reminders through the mail
• Ensures timely processing of patient referrals and authorizations, and appropriate tracking of said referrals
• Creates and updates patients’ electronic medical records
• Facilitates calls for medical information from doctors’ offices
• Promotes excellent customer service throughout clinic and all levels of staff while maintaining a professional workplace
• Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent reoccurrences
• Supports the Director by pulling necessary reports from various electronic systems to be utilized in business decisions, grant reporting, huddles, etc. 
• Understands and agrees to fulfill position-specific role and duties assigned within the clinic emergency management plan

Envision Everyday Store

• Assists patients and customers with questions related to store inventory
• Rings out sales
• Prepares supplies for future patient appointments
• Supports the Director with management of supplies and ordering, performing annual inventory, and pulling necessary reports from various electronic systems to be utilized in business decisions, grant reporting, huddles, etc.

Billing and Insurance

• Supports the Director to ensure appropriate revenue cycle management by performing tasks that may include, but are not limited to by performing calls to insurance companies for required authorizations / verifications, entering charges into practice management software, taking payments, following up on denied claims, print and mail monthly patient statements

General Admin

• Maintains total complete confidentiality of medical, financial, and proprietary data and information
• Maintains medical records room, including retrieving old records and scanning into electronic medical record for returning patients’ upcoming appointments  
• Ensures organization of both hard copy files and electronic files for clinic materials such as policies, procedures, forms, licenses, etc.
• Supports the Director in provider credentialing and enrollment, as requested
• Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent reoccurrences
• Assists the Director in identifying, developing, implementing and maintaining clinic procedures, policies and process improvements
• Coordinates logistics for internal and external tours
• Attends team meetings and performs all team and organizational trainings in a timely manner
• Assists with special projects, as assigned
• Personifies and promotes Envision’s core values of integrity, curiosity, passion, initiative, teamwork, and excellence
• Supports the Director in employee development and engagement activities
• Finds ways to support the greater organization by volunteering for events, joining committees, etc.
• Perform other duties as assigned

Qualifications

JOB REQUIREMENTS INCLUDE:

Education: 

• Associates or Bachelors degree in Business Administration, Health Care Administration or related field preferred. Experience accepted in lieu of education.

Experience: 

• Minimum of 3-5 years in medical office setting required; experience in an ophthalmology/optometrist’s office preferred; experience working with disability populations helpful.
• Experience with Electronic Medical Records (EMR) or optometric practice management system preferred; Knowledge of CompuLink Advantage a plus
• Experience with writing technical documents preferred (such as grants, procedures, etc.)
• Experience with insurance billing, invoices, and account balancing preferred
• Experience with process improvement/quality improvement activities preferred
• Retail experience and or working with a point of sale system a plus

Knowledge/Skills:

• Bilingual English/Spanish preferred
• Proficient in Microsoft Suite (Word, Excel, Teams, SharePoint, PowerPoint, and Outlook)

• Knowledge and experience with insurance and billing a plus
• Knowledge of regulations related to Medicare, Medicaid and private insurance a plus
• Working knowledge of HIPAA confidentiality and privacy policies required
• Ability to communicate effectively and professionally with clinicians, patients, patient’s family members, clinic staff, administration, insurance payers, referring physician offices and the general public
• Strong customer service skills and experience
• Ability to multi-task or switch tasks and quickly reprioritize tasks in a fast pace clinic environment
• Knowledge of maintaining supplies and equipment for the medical setting
• Skilled in medical database and electronic medical records for Medicare reporting and third party billing
• Excellent organizational skills and attention to detail; position requires prioritizing tasks and working independently 
• Credentialing experience preferred with working knowledge of Medicare, Medicaid MCO’s, and various commercial plans including CAQH.

Licenses/Certifications: NA

SUPERVISORY RESPONSIBILITIES:

Total Number of Employees Directly Supervising: 0

Number of Subordinate Supervisors Reporting to Position: 0

VISION REQUIREMENTS INCLUDE:

    Can be performed with or without assistive technology:

 X      Required to perform activities such as: preparing/analyzing data/figures; viewing a computer screen; reading; inspecting small objects for defects; using measuring devices; and/or assembling parts with close eye contact.     

___   Required to perform activities such as: operating machinery and/or power tools at or within arm’s reach; performing non-repetitive tasks such as carpentry work or repairing machinery.

___   Required to review/inspect own assigned work, the work of others, or facilities or structures.

   Requires normal (or corrected to normal) vision/acuity:

___   Required to operate motor vehicles and/or heavy equipment such as forklifts.

“To improve the quality of life and provide inspiration and opportunity for people who are blind or visually impaired through employment, outreach, rehabilitation, education and research."

Envisions Core Values are the authentic, unwavering principals that define and support our culture.   

• Integrity 
• Curiosity 
• Passion
• Initiative
• Teamwork
• Excellence 

COMMENTS

Envision, Inc. is an Equal Opportunity Employer and does not discriminate on the basis of any legally protected status or characteristic. Protected veterans and individuals with disabilities are encouraged to apply. 

Envision, Inc. employs and advances in employment individuals with disabilities and protected veterans, and does not discriminate on the basis of disability or veteran status in its hiring or employment practices. 

Reasonable accommodations are available to enable individuals with disabilities to perform the essential functions of a position. 

PHYSICAL REQUIREMENTS INCLUDE

In an average workday, employee must:

Task

None

Occasional

Frequent

Constant

Stand

 

 

X

 

Walk

 

 

X

 

Sit

 

 

 

X

Bend/stoop

 

X

 

 

Climb

 

X

 

 

Reach above shoulders

 

X

 

 

Squat/crouch/kneel

 

X

 

 

Push/pull

 

X

 

 

Lift

 

X

 

 

Usual amount

X <10 lbs

 11-25 lbs

 26-50 lbs

 51+ lbs

Carry

 

X

 

 

Usual amount

X <10 lbs

 11-25 lbs

 26-50 lbs

 51+ lbs

Employee must use hands for repetitive action such as:

Task

Right

Hand

Left

Hand

Simple grasping

 Yes

Yes

Firm grasping

 

 No

 

 No

Fine manipulation

 Yes

Yes

WORKING CONDITIONS INCLUDE

In an average workday, employee is exposed to:

Task

None

Occasional

Frequent

Constant

General shop or store conditions

X

 

 

 

General office environment

 

 

 

X

Humid, extreme hot/cold temps (non-weather)

X

 

 

 

Outdoor weather conditions

X

 

 

 

Fumes or airborne particles

X

 

 

 

Fluorescent lights

 

 

 

X

Moving, mechanical parts

X

 

 

 

Toxic chemicals

X

 

 

 

Loud noise intensity levels

X

 

 

 

Risk of electrical shock

X

 

 

 

Travel for job

 

X