Sr. Medical Office Coordinator

The Department of Neurosurgery is seeking a Sr. Medical Office Coordinator (Sr. MOC) for the Pediatric Neurosurgery division. The Sr. MOC will coordinate the day-to-day activities of a multi-faceted surgical practice to ensure a smoothly functioning office and good patient relations. Resolve patient problems, third party issues (including insurance) and refer patients to appropriate resources. Serve as a resource in a team environment. Adapt to changes in technology and software to ensure efficient office practice. 

Specific Duties & Responsibilities

Scheduling Responsibilities

• Schedule patients for clinical visits and surgical appointments/consultations which could include other ancillary tests/procedures.
• Resolve any schedule conflicts.
• Use automated records systems to access, enter and edit patient information.
• Demonstrate awareness of limitations of institutional resources, and seek to maximize physician scheduling within this context.
• Proactively seek to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.).
• Confirm all patient clinic, procedure, surgical appointments by telephone, ensuring that patients have plans to arrive for their procedures/office visits and have appropriately prepared for their procedures.
• Fill vacancies due to cancellations. Verify and enter pre-registration and insurance information into the computer system and prepares printed schedules when appropriate.

Clinical Responsibilities 

• Assist physician(s) and/or MLP in monitoring signing of operative notes, discharge summaries and clinic notes.
• Distribute clinic and procedure notes to referring physicians.
• Coordinate a multi-faceted, high volume medical practice.
• Serve as liaison for physician practice to department administration, clinical management and hospital services.
• Assist patients, patients’ families, referring physicians and third party insurance companies to resolve patient-related issues.
• Triage patient calls and medical issues.
• Answer patient questions where appropriate and determine if physician/nurse response is required.
• Relay information to patients regarding preparation for surgery, laboratory tests and examinations.
• Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Maintain familiarity with various types of medical insurance to explain these plans.
• Follow all admitting procedures to ensure surgery is performed on the scheduled day.
• Obtain precertification as required by patients’ health care insurers or managed care providers.
• Utilize knowledge of physician(s)’ practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
• Assist patients or family members with completion of medical insurance forms.
• Inform patients of costs of care being provided and guide them to appropriate resources for further information, guidance or assistance. Use automated systems to access, enter and edit patient information.

Administrative Responsibilities

• When applicable, assist with administrative tasks associated with the preparation of research grants (copying, faxing, mailing, obtaining information from other departments/divisions/faculty, etc.).
• Type routine correspondence and reports from dictation or handwritten copy using personal computer.
• Transcribe machine dictated medical reports and other documentation using medical terminology.
• Use personal computer to prepare manuscripts, grant proposals, statistical reports, tables and charts using knowledge of scientific, medical, literary or other technical terms.
• Operate personal computer to access email, computerized scheduling and documentation databases, and other basic office support software.
• Answer telephone, screen callers, relay messages and greet visitors.
• Maintain calendar, schedule appointments and meeting rooms.
• Open, sort and screen mail. File in alphabetical order and locate material from files.
• Assist with making routine travel and accommodation arrangements, and produce an itinerary for each travel event.
• Coordinate the servicing of office equipment.
• Complete various request forms for office supplies and equipment as directed.
• Print and mail/fax directions, maps and department-specific information to patients.

Customer Service & Teamwork Responsibilities 

• Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors.
• Utilize proper telephone etiquette.