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Clinic Coordinator I

Company: Aspen Valley Hospital
Location: Aspen
Posted on: October 15, 2020

Job Description:

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 day.


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 questions.


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 Operations

Assists in accurately maintaining patient charts including scanning/indexing medical documents into the patient records in a timely fashion.

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 else.

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


* 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 mechanical devices

* May be exposed to stressful situations

Keywords: Aspen Valley Hospital, Aspen , Clinic Coordinator I, Other , Aspen, Colorado

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