As the first person the patient interacts with once entering the
office, this position exemplifies exceptional customer service and
professionalism. They are responsible for complete and accurate
check-ins, including the proper completion of required consent for
treatment, billing disclosures, demographic/medication update forms
and the copying/scanning of patient insurance cards and drivers'
licenses. Works within the Practice Management system and
Electronic Medical Record to schedule patients, maintain an
accurate patient data base, and collects and processes
copays/coinsurance balances. Answers phone and assists with the
daily operations of the office. This function maintains
confidentiality with patients, staff and guests. Additionally,
daily responsibilities include reconciliation of petty cash and
balancing at the end of the day. Responsible for scanning patient
documents into their chart, processing and sending out Medical
Records when requested and facilitating the acquirement of medical
documents from other medical offices as needed. Coordinates with
clinical staff to process referrals and send out orders. Ensures
the clinic is closed, locked and alarm set at the end of the
Clinic Coordinator Duties
Obtain insurance and demographic information, completing and
documenting ABNs as appropriate.
Performs accurate check-in using thorough interview technique to
ensure that information is 100% complete and accurate. Ensures that
all compliance requirements have been met, and the information is
properly created and/or updated for anticipated billing.
Exercises the most desirable customer service demeanor and
professionalism in all communication, duties and attire while
interacting with patients, physicians and staff.
Is thoroughly versed in all applicable HIPAA regulations and is
especially sensitive to, and mindful of, patient confidentiality in
all scenarios. Conforms to all regulations without exception.
Performs cash collections at time of service per office
guidelines. Utilizes software for payment and receipt on all
applicable encounters. Handles money competently and securely,
properly balances received payments and returned change, and
balances/reconciles/prints daily deposit report.
Serves as a receptionist for the office waiting area.
Communicates and coordinates information in a knowledgeable and
courteous manner with staff, patients, and families. Assists with
keeping patient and family members updated regarding patient's
visit and possible delays.
Answers telephone calls promptly and responds to requests and
messages in a timely manner. Takes accurate messages,
relays/forwards messages to appropriate personnel, and refers
callers to appropriate personnel as needed. Perform reminder calls
to patients as required.
Utilizes voicemail system as secondary option only. Retrieves
messages promptly and returns calls the same day.
Primary point person in scheduling patient visits, coordinates
with physician and clinical staff to schedule follow up
appointments as well as referred tests and labs to be performed
elsewhere. Informs patients about next steps and assists with any
Patient Safety & Confidentiality
Adheres to all accepted patient safety standards
Follows all security, confidentiality, privacy policies as well
as all industry specific rules and regulations.
Unit Specific Duties and Responsibilities/Day to Day
Assists in accurately maintaining patient charts including
scanning/indexing medical documents into the patient records in a
Prioritizes work load. Communicates to staff as needed.
Participates and contributes in Department meetings
Completes medical record requests in a timely fashion. Prepares
invoices, copies charts and communicates to requesting entity in a
timely fashion. Adheres to policy of a 30 day turnaround.
Patient Centered: is passionate about patient care, creating
positive impressions on a consistent basis and exceeding our
patients' expectations. Exhibits courtesy and sensitivity to the
needs of patients and their families, responds with a sense of
urgency to patient problems, anticipates patient requirements,
responds proactively and places the patient's safety above all
Teamwork: works collaboratively with physicians and other staff
and assists whenever possible. He/she openly shares information,
provides feedback and participates in appropriate decision making
as part of a team of healthcare professionals. Hospital and
departmental objectives are placed ahead of individual agendas
Respect for Others: actively listens to others, takes other
opinions into account, and communicates openly and honestly. He/she
demonstrates respect for others by being timely with
communications, completion of tasks, and meeting attendance. The
employee is respectful of all physicians, colleagues, patients,
visitors, and other stakeholders
Accountability: The employee takes responsibility for his/her
actions, abides by the hospital's guiding philosophies and
policies, and follows through on commitments and physician orders.
He/she provides complete and accurate information to the Physician
and/or other members of the work team. The employee takes personal
pride and ownership in the quality of care and services provided to
all internal and external customers
Integrity: The employee is truthful, trustworthy, and
principled. He/she demonstrates character, conviction, and honest
and ethical behavior in all interactions with others. The
employee's word can be trusted. Behavior is consistent with these
AVH Core Values
* Knowledge of medical terminology preferred
* Previous experience in outpatient clinic preferred
KNOWLEDGE AND SKILL REQUIREMENTS
* Ability to concentrate and show attention to detail
* Relatively high degree of analytical abilities
* Strong interpersonal skills required
* Ability to work independently
* Computer skill experience preferred
* Medical terminology preferred
* Ability to read and communicate effectively in English
* Knowledge of insurance billing preferred
* Normal patient care environment with little exposure to
excessive noise, dust and temperature
* May be exposed to communicable diseases through normal or
careless performance of responsibilities
* May be exposed to mechanical dangers associated with
* May be exposed to stressful situations