Northern Light Maine Coast Hospital
Department: Primary Care - Ellsworth
Position is located: Ellsworth Family Practice
Work Type: Full Time
Hours Per Week: 40 Hours per Week
Work Schedule: 7:30 AM to 5:00 PM
Summary:
The Office Coordinator performs diversified duties which include but are not limited to: day-to day-management of the practice in the absence of or unavailability of the practice manager, maintain physician schedules, addressing human resource issues, greeting patients, answering telephones, scheduling patients, outpatient registration duties, cashier duties, hospital charges, insurance referrals, transcription duties, filing duties, chart preparation duties, delegation of tasks/duties to staff, onboard of new PSRs, assisting with staffing schedules as necessary, in addition to any special duties assigned by the Office Manager.
Responsibilities:
Provides leadership and direction in accordance with organizational goals and objectives.
Effectively provides guidance and instruction to staff.
Ensures timely collection of data for monthly statistical reports.
Provides statistical information for ongoing research activity.
Coordinates and directs the patient accounting function in order to consistently produce accurate bills which are paid in a timely manner.
Facilitates increased collections at time of service.
Works within proofing cvenue Cycle assuring charges, ICD9 codes and researching billing questions, as required.
Offers solutions to billing inefficiencies.
Demonstrates the ability to be flexible, organized and function under stressful situations.
Fosters good public relations for the office/clinic.
Ensures that all aspects of patient care is performed in an environment that optimizes patient safety and reduces the likelihood of medical/health care errors.
Collaborates with ancillary support services to provide a safe, clean and secure environment for patients, staff and visitors.
Conducts ongoing research for changes that may increase quality of care, productivity, employee satisfaction and/or cost effectiveness.
Assures department tasks and goals are accomplished within budget requirements.
Ensures that all employees actively participate and understand the department's QI&A plan.
Attends continuing education programs.
Confers with Office Manager for direction, as needed.
Performs clerical duties in assigned work areas as directed by the Office Manager.
Receives and processes phone and written messages in a polite and timely manner, channels them appropriately.
Greets and registers outpatients courteously and efficiently.
Documents patients arrival time and places chart for nursing.This includes informing patient of the appropriate wait time.
Schedules patient appointments using Meditech/CWS including cancellations and rescheduling.
Schedules referral appointment per provider in a timely manner, including all aspects such as insurance referral, informing patient, sending correspondence.
Knowledge of letter printing process for the clinic regarding appointments, no show letters and qued letters
Reschedules appointments appropriately using the Meditech/EAR/CWS systems.
Maintains accurate and efficient filing of forms, order requests and patient charts.
Prepares waivers and assures accuracy for all types of insurances depending upon procedure.
Photocopies materials as needed or requested including accurate date input.
Demonstrates knowledge of proper utilization other Meditech/EAR/CWS systems as required by the position and asks questions about system as appropriate.
Involved and knowledgeable regarding CIR, registry initiatives of the office/clinic.
Demonstrates ability to run and process PayNav for patient visits.
Confirms patient appointments via office protocol.
Communicates appropriately and clearly to the Office Manager, co-workers and physicians.
Treats and interacts professionally with patients and their families with respect and dignity and provides explanations and verbal reassurances, as necessary.
Demonstrates the ability to perform in the Manager's absence.
Assists in the training of new employees as directed by the Office Manager.
Acts as Super User for the department
Takes initiative to inform Manager of potential conflict or situations involving the Clinic.
Demonstrates outstanding communication skills.
Demonstrates the ability to identify office inefficiencies.
Orders supplies and printing weekly.Assists in cost containment through appropriate ordering and conserving of supplies and equipment.
Generates providers schedule in CWS and maintains and updates as needed.
Assists with maintaining updated incomplete encounters.
Completes monthly time studies.
Knowledge of and maintains Kronos timekeeping system.
Completes assigned tasks in a timely and efficient manner.
Performance is consistently accurate and dependable.
Shows orderly work habits and neatness of finished job.
Recognizes personal limitations in taking on extra tasks.
Performs other work as needed or directed by the Office Manager.
Has the ability to perform quality work with a minimum of supervision.
Contributes to the office according to experience, education and training.
Recognizes knowledge limitation and seeks assistance when indicated.
Stays within authority and abilities.
Collects money for co-payments and any balances due on the account.
Records all receipts daily for the cash up process.
Is knowledgeable regarding entering daily patient payments.
Ensures all superbills have a level and a diagnosis documented and are signed by the provider and the patient.
Ensures all superbills have a correct signature date and all patient accounts for the day are completed.
Maintains petty cash.
Other Information:
High school or equivalent. Associates Degree in Business/Secretarial field preferred.
A minimum of three years secretarial experience, preferably in the medical field. Excellent communication and computer skills. Medical terminology and knowledge of insurance coverage preferred.
Competencies and Skills
- 3+ years of relative work experience required.
- Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.
- Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.
- Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.
- Promotes Health and Safety: Promotes a healthy and safe environment for patients, employees and visitors. Advocates and models healthy physical and mental health behaviors even in challenging circumstances. Sets high quality standards and strives for continuous improvement and quality assurance by reporting and encouraging others to report near misses and safety issues.
- Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
- Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
- Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
- Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
Education
- Required High School Diploma/General Educational Development (GED)Associates Degree in Business/Secretarial field preferred
Working Conditions