Front Office Coordinator

PURPOSE AND SCOPE:

The Front Office Coordinator acts as the facility receptionist while answering incoming referral calls and completing admissions for patients. The incumbent is responsible for ensuring required demographic, financial, referral, and clinical and other admission data is collected, completed and communicated per related policies and procedures.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Manage patient check-in/check-out processes while ensuring accurate demographic and insurance information.
• Schedule appointments, coordinate follow-ups, and assist with referral scheduling.
• Documents patient cancelation and patient “no show” as appropriate.
• Obtains necessary signatures to ensure the efficient processing of data in accordance with related policies and procedures.
• Ensures all aspects of patient confidentiality are maintained at all times.
• Provides patients with appropriate HIPAA information and documentation.
• Verifies and obtains eligibility and benefits for all primary and secondary insurances. If verification is processed via Internet, prints out and includes in registration packet. 
• Answer incoming calls, address patient questions, and route messages appropriately.
• Performs pre-certification on all patients before visit is initiated.
• Promote patient satisfaction initiatives, including encouraging completion of patient feedback surveys.
• Prepare patients for provider visits, including obtaining vital signs, medication reconciliation, and updating medical history.
• Assist providers with clinic flow and ensure timely patient rooming.
• Support value-based care initiatives, including tracking patients requiring follow-up, education, or care coordination.
• Sends patient consultation reports to referral source as requested.
• Greets visitors and patients. Demonstrates a positive attitude. Is polite, courteous and professional.
• Distributes faxes and e-mails to the appropriate parties.
• Maintains medical record in an organized manner; obtains medical records as requested/indicated.
• Process incoming medical records requests while maintaining HIPAA compliance.
• Ensure medical records are received, reviewed, and uploaded to EMR accurately and timely.
• Maintain tracking logs for pending records requests and follow up as needed.
• Maintains effective lines of communication with peers. Interfaces with other health care providers and facilities.
• Participates in staff meetings and communicates (problem solves) issues related to quality of care.
• Maintains waiting room and ensures it is clean and free of debris.
• Escalates issues to supervisor for resolution, as deemed necessary.
• Reviews and complies with the Code of Business Conduct and all applicable company policies and procedures, local, state and federal laws and regulations.
• Provides secretarial and administrative support as needed.
• Assists with various projects as assigned by direct supervisor.
• Performs other related duties as assigned.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be able to lift and pull/push up to 25 pounds.

SUPERVISION:

• None

EDUCATION:

• High School Diploma or an equivalent combination of education and experience.

EXPERIENCE AND REQUIRED SKILLS:  

• 0– 2 years’ related experience (such as front office, administrative experience in medical office).
• Intermediate computer skills and experience with electronic medical office systems such as electronic medical records, scheduling programs, switchboard, credit card machines, standard office equipment and any new technology.
• Exceptional communication skills – verbal and written.
• Outstanding organizational and planning skills.
• Excellent project and time management skills.
• Outstanding customer relations skills.
• Possesses proper phone etiquette skills. 
• Exceptional interpersonal skills.
• Ability to handle several tasks simultaneously
• 100% Bilingual (English/Spanish)