Office Coordinator II

Office Coordinator

Under the direction of the Practice Manager and / or Regional Operations Manager, the Office Coordinator is daily practice operations. Supporting teams to adhere to high quality clinical processes and accurate administrative tasks while promoting a professional work environment and excellent patient experience.

Responsibilities may include, but are not limited to, the following :

• Personnel Assists the Manager in interviewing, hiring, training, and evaluating all clinical and clerical personnel. Collaborates with Manager on all applicable staff member evaluations. Assists the Manager in ensuring all personnel are appropriately trained, licensed, and credentialed. At the direction of the Manager, presents relevant information regularly at staff meetings, via emails, and one-on-one communication in a timely manner. Supports the Manager in resolving any interoffice disputes for clinical and clerical personnel. Coordinates schedules for all clinical and clerical personnel and recommends changes and improvements as needed to the Manager. Ensures all clinical and clerical coverage. Schedules and facilitates clinical in-services for staff at the discretion of the Manager. Maintains clinical and clerical competency for all staff. Oversees cross-training and education of staff. This may include remediation / retraining for staff members, as needed.
• Patient Care / Clinical Operations Will be required to be proficient in, and sometimes perform, all aspects of a Medical Assistant. Assesses and evaluates patient flow in all practice sites recommends changes for quality patient service and care. Collaborates with Manager and Physician(s) to plan and execute process changes that improve patient care services and patient management. Reviews physician schedules periodically and may make suggestions to maximize physician efficiency and productivity, coordinates changes with the Manager and Physician(s). Oversees performance of clinical triage for the entire practice. Maintains crash cart supplies to the standards approved by the Clinical Excellence Committee. Maintains appropriate compliance documentation as delegated by the Manager. Coordinates the ordering of all clinical supplies develops effective inventory control systems as delegated by the Manager. Ensures the practice complies with regulations, policies, and procedures in the clinical area, according to all applicable state and federal laws. Makes regular reports to the Manager. Collaborates with Manager and Physician(s) to promote efficient and cost-effective management of resources.
• Business Operations Oversees and distributes business office work activities according to staff schedules. Oversees the practices check-in and check-out process to accomplish efficiency and excellent patient care. Manages and ensures consistent collection of payment at time of service, including copays, deductibles, and outstanding balances. Reviews accounts receivable reports monthly; brings large balances and rejection patterns to the attention of the Manager. Speaks with patients who have large, outstanding balances and attempts to collect on the account or arrange a payment plan. Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice. Attends CPR, OSHA, HIPAA and OIG training programs as required. Supervisory Responsibilities This job has leadership responsibilities which typically involve overseeing clerical and clinical personnel. The position shall report directly to the Practice Manager and / or Regional Operations Manager.

Typical Physical Demands Position requires prolonged sitting, some bending, stooping, and stretching. Good eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is also required. Employee will occasionally be asked to lift and carry items weighing up to 30 pounds. Employee must have normal range of hearing and eyesight to record, prepare, and communicate appropriate documents.

Typical Working Conditions Normal clinical office environment. Occasional evening or weekend work.

EDUCATIONAL REQUIREMENTS : High School Diploma required. Associate or Bachelors degree preferred. Current certificate or license preferred (i.e., CMA, RMA, LPN or RN).

QUALIFICATIONS AND EXPERIENCE : Minimum three years of work experience in a medical office setting. Minimum one year of work experience in an allergy practice preferred. Previous supervisory experience preferred. Excellent communication skills. Analytical ability strongly preferred. Ability to utilize an electronic medical record, practice management systems and Microsoft applications. Understanding of scheduling, billing, collections, and patient flow in a medical practice. Patient centered approach to problem solving and process development. Professional appearance.