Office Coordinator

Job Title: Office Coordinator (Part Time, Evenings & Weekends)

Department: Hospice Care Administration

Location:  Hildebrandt Hospice Care Center, 2652 Ridgeway Avenue, Rochester, NY 14626

Hours Per Week: 24

Schedule: Evenings and weekends. Shifts can run from 4 to 10 hours

SUMMARY

Responsible for providing administrative functions in the medical office. Provide superior customer service by modeling the Brand Promise and Core Values. 

RESPONSIBILITIES

• Attends and/or participates in assigned meetings, including developing an agenda for staff meetings and disseminating information to office staff.
• Ensures patient safety.

Orthopedics Only: 

• Registers new patients and updates existing patient demographics. Mail patient forms and maps to new patients.
• Coordinate disability information with insurance companies. Complete and mail patient disability paperwork. Review IHCFA website and correct worker’s compensation information.
• Enter charges for recheck appointments. Orders and maintains office supplies.
• Review and format dictation into patient medical charts. Acquire operative reports from hospital and scan into patient charts.
• Obtaining Authorizations (Injections, Imaging and Surgical) 
• Surgical Scheduling
• Preparing Patient Surgical Packets

Unity Faculty Partners Only: 

• Provides direct supervision and evaluates clerical staff functioning, processes related to the front desk, including scheduling and registration. Supervision entails determining process; teaching; orientating; and implementing, evaluating and refining processes. Responsible for evaluating the processing of incoming calls and taking appropriate action when needed to assure quality customer service.
• Acts as the scheduling expert and resource for attendings, residents, and staff. Monitors scheduling activity. Assists with office staffing schedules and provides a procedure for covering absences.
• Assists the Practice Manager in the ongoing and annual performance appraisals of the front desk staff.
• Responsible for accurate and thorough maintenance of the electronic medical record. Scans and files incoming paper records into the electronic medical record. Manages all outgoing medical records and oversees the activities of the contracted copying service.
• Coordinates all operations as they relate to patient medical records maintenance, including interaction with all customers (i.e. hospital staff, patients, and physicians).

Rehab Only: 

• Answers telephones and screens patient. Collects all intake information and enters into registration and scheduling system in a timely manner. Ensures proper procedures are in place for collecting co-payments, reconciling cash statement and ensuring co-payments are processed on a daily basis. Schedules all appointments, obtains necessary insurance verifications and maintains scheduling system accurately. Including rescheduling patients when needed.
• Facilitates all purchases for the medical office to ensure medical rooms are stocked.
• Assists with gathering, tracking and filing of clinical data. Coordinates patient care between medical assistant and physicians.
• Processes all encounters within a 24 hour time period. Maintains proper records. Prints all patient encounters and creates initial patient chart. 
• Performs back up duties to medical assistant including bringing patients to exam rooms and maintaining exam in the absence of the medical office assistant. Ensures all equipment is maintained in proper working order, scheduling maintenance and service calls and overall office neatness.

Home care only: 

• Answers telephones and addresses phone calls appropriately. Facilitates all orders and purchases of medical supply and equipment to ensure field staff supplies and equipment needs are met, supply room is stocked and patient supplies are delivered for care.
• Assists with gathering, tracking and filing of clinical data. Coordinates patient care between clinical staff and patients.
• Responsible for processing, tracking and filing of all medical orders and required face to face documentation.
• Assist intake, scheduling and revenue integrity team members as needed.

REQUIREMENTS

• AS degree preferred.
• Two years medical office experience preferred.

EDUCATION:

LICENSES /