Senior Ambulatory Practice Coordinator I

Company Description

Renowned as the academic flagship of the University of Maryland Medical System, our Magnet®-designated facility is a nationally recognized, academic medical center with opportunities across the continuum of care.  Come join UMMC and discover the atmosphere where talents and ideas come together to enhance patient care and advance the science of nursing.  Located in downtown Baltimore near the Inner Harbor and Camden Yards, you won’t find a more vibrant place to work! 

Job Description

I. General Summary

Under general supervision, performs scheduling, pre-authorization and administrative activities for patients.  Ensures the accurate registration of patients, interviews patients to obtain necessary demographic and insurance information. Works closely with Business Supervisor and/ or Clinic Manager in oversight of front desk, call center, and referral coordinator staff.

II. Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Assists in patient care coordination such as scheduling of appointments for practice visits and treatment in accordance with the physicians’ schedules while adhering to practice and UMMS policies and procedures.
2. Schedules outpatient tests and procedures as required.
3. Patient registration responsibilities such as entering and verification of patient demographics and insurance information. Obtaining appropriate referrals and authorizations as needed. Accurately documenting of such within the EMR system.
4. Creating, preparing, and coordination of outgoing referrals. 
5. Provides patients with Facility Fee Disclosure, estimate of charges, and education regarding each, where appropriate.
6. Preparing after visit summaries, informing patients of upcoming appointments, changes to schedules, co-payments required, and pertinent insurance information.
7. Provides patients, family members and referral sources with information pertaining to hospital policies and procedures, programs available, wayfinding, and parking.
8. Ability to multitask within a fast-paced environment while maintaining professionalism, flexibility, and an organized work environment. 
9. Assists with office supply tracking and ordering.
10. Utilizing multi-line phone system and software in call center with the ability to appropriately handle internal and external phone calls pertaining to patient care coordination such as scheduling and cancelling patient appointments, verifying demographic information, and entering written documentation efficiently within the EMR system.
11. Review and reconciliation of EMR work queues to determine the need for a new referral or authorization needs prior to patient arrival   
12. Serves as a mentor and preceptor for Ambulatory Practice Coordinators I and II.
13. Assists in the hiring of APC I and II, as well as call center and referral coordinator staff for clinic.
14. Collaborates with interdisciplinary leadership teams to provide recommendations as appropriate related to administrative workflows. Acts as a liaison between practice and CBO for any issues related to revenue cycle or patient work queues.  Any urgent issues shall be escalated appropriately.
15. Leads and participates in quality improvement initiatives, practice projects, and department meeting.
16. Assists Senior Ambulatory Coordinator II, Business Supervisors or practice leadership as needed
17. Supports clinic management with ordering clinical and clerical supplies, were applicable while being mindful of office budget.
18. Actively assists patients with MyPortfolio engagement and education
19. Create, maintain, and update provider clinical master templates in EMR. Makes recommendations to clinical management to update provider templates to improve patient access and template levelling.
20. Assists with denial reconciliation as requested.
21. Identifies IT related issues when staff have problems with PCs, printers, and label makers.  Assists with ticket submission when appropriate.
22. Requests service when needed for equipment.
23. Works with practice staff and leadership to resolve problems.
24. Assists practice leadership with performance management of staff.
25. EMR Super User.
26. Participates within councils and committees
27. Collaborates with multiple finance departments for price estimates related to patient care

Qualifications

III. Education and Experience

1. High School Diploma or equivalent (GED) is required.
2. Minimum of three years of general clerical and/or administrative experience require