Office Coordinator, Whitman Primary Care, Full Time

POSITION SUMMARY :

Reporting to the Practice Director, the Office Coordinator serves as liaison between the physicians, office support staff, and the Practice Manager. The Office Coordinator is responsible for assisting the Practice Director with all day-to-day operational, administrative, and fiscal aspects of the physicians’ offices.

Position: Office Coordinator

Department: Whitman Primary Care

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Perform duties and provide assistance according to Faculty Practice Plan policy and procedures, as well as any directives from the Practice Manager.

• Ensure efficiency and productivity with respect to administrative and clinical functions of the office.

• Monitor physician and patient daily activity in the practice; allocate resources to necessary tasks and set priorities.

• Report any problems in this area to the Practice Manager immediately.

• Responsible for accurate registration, scheduling, confirmation, and billing functions.

• Answer clinic phones and send messages to clinic staff/providers as appropriate.

• Make recommendations for improvements/enhancements to registration, scheduling, and billing procedures.

• Manage the oversight and audit of encounter forms for completeness, accuracy, batching, and prompt distribution to billing.

• Responsible for daily oversight and reconciliation of co-payment and cash collection to maintain daily average of 90%.

• Triage patient complaints for the office, working with appropriate management personnel to resolve issues that arise.

• Responsible for monitoring missing charge reports.

• Oversee ordering of all necessary supplies and equipment for the practice. The procurement process shall include payment requests, on-line supply ordering, and reconciliation of AP payments.

• Under the direction of the Practice Director, coordinate the training and on-board processing of all new employees.

• Assist Practice Director with Payroll and payment of Invoices.

• Ensure that all “Best Practice” initiatives are followed.

• Maintain patient confidentiality according to hospital standards.

• All other duties as assigned.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

JOB REQUIREMENTS

REQUIRED EDUCATION AND EXPERIENCE:

• 2-3 years’ experience in a healthcare environment.

• Excellent written and verbal communication skills, and a strong desire to work as part of a team.

PREFERRED EDUCATION AND EXPERIENCE:

• HS Diploma, associate or bachelor’s degree preferred, but not required. Relevant work experience may substitute for degree requirements.

• IDX experience preferred.

• Knowledge of insurance coverage systems, including but not limited to co-payments, referrals, HMO, PPO and capitated products, preferred.

• Experience with organization of medical charts preferred.

CERTIFICATIONS, LICENSES, REGISTRATIONS REQUIRED:

NA

CERTIFICATIONS, LICENSES, REGISTRATIONS PREFERRED:

NA

KNOWLEDGE, SKILLS & ABILITIES (KSAs):

• Ability to multi-task and prioritize daily activities.

• Possess a thorough understanding of billing, information systems, and knowledge of medical terminology and HIPPA requirements.

• Proficiency with computers and window-based products.

• Ability to analyze operational issues and solve them creatively.

• Strong orientation to patient care in accordance with the Faculty Practice Plan's values.

• Training in the courses of Quality Improvement, Performance Improvement and other educational programs are encouraged.

• Capacity to analyze, to think creatively, and to weigh alternatives.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE : This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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