Senior Office Coordinator Clerical

Join the Cleveland Clinic team at Stuart Family Health Center, where you will work alongside passionate caregivers and provide patient-first healthcare. Cleveland Clinic is recognized as one of the top hospitals in the nation. At Cleveland Clinic, you will work alongside passionate and dedicated caregivers, receive endless support and appreciation, and build a rewarding career with one of the most respected healthcare organizations in the world.       

Exceptional care is a team effort — both at the bedside and in the office. Even if you’ve never considered healthcare as the next step, you’ll find there are many paths to creating a career centered on what matters most to you. The Senior Office Coordinator Clerical role will allow you to do just that. It will be your goal to provide patients with excellent patient care from start to finish with an empathic approach. There are opportunities to grow and evolve within this role — and even explore new career areas beyond it. 

A caregiver in this position works Monday-Friday from 8:00AM – 5:00PM. Saturdays and Sundays available, on a volunteer basis. 

A caregiver who excels in this role will:  

• Act as the "gateway" for patient access directly through the physician's office and handle the daily operations of the practice.  

• Administer all clerical operations as they relate to the support and maintenance of the physician's practices.  

• Ensure caregivers perform daily duties including, but not limited to, answering the phone and triaging calls, scheduling appointments/diagnostic testing and/or surgical procedures, obtaining referral/authorizations, maintaining physician(s) calendar, reconciling and batching charge tickets and handling all issues related to the physician's practice. 

• Participate in training of new employees and identify/address areas of concern. 

• Coordinate and implement the training of new caregivers and identify/address areas of concern. 

• Ensure caregivers meet all requirements during their 90-day new hire period. 

• Oversee the daily operational workflow, assess workload, evaluate staffing needs and make arrangements for coverage. 

• Comply with and support all internal policies, CCF initiatives and activities to ensure the effective utilization of department resources and the ongoing success of daily operations. 

• Meet with assigned caregivers to deliver information, educate on internal policies and procedures, obtain feedback and provide open communication within the team. 

• Review and order necessary office and/or medical supplies. 

• Facilitate the access of patients to CCF through direct patient appointment scheduling or by serving as a liaison between patients, Central Appointments and/or other medical departments. 

• Review the Expert Notify list daily and the Open Encounter report weekly to ensure that charge tickets are batched and submitted and that open encounters are worked in a timely manner. 

• Monitor departmental phone stats daily ensuring patient phone access directly through the physician's office, meeting target of 90% answer rate. 

• Submit weekly phone access statistics for all departments on the Symposium system and participate in biweekly meetings with Administration to review. 

• Ensure that caregivers obtain proper information such as PCP, referring physician, CPT/DX codes prior to entering request into referral module. 

• Identify whether a patient needs a referral and/or authorization and obtain referral and/or authorization for same day add-on appointment and same day inpatient hospital admissions. 

• Assist with calendar, meetings, and travel arrangements as requested and ensure proper forms are completed. 

• Ensure all patients are rescheduled relating to physician out days in a timely manner. 

Minimum qualifications for the ideal future caregiver include:  

• High School Diploma or GED 

• Five years of medical office and/or medical insurance experience OR an Associate’s Degree and three years of experience OR a Bachelor’s degree and two years of experience 

• Strong computer skills and working knowledge of (e.g., Microsoft Word, Microsoft Excel and email software)