Patient Coordinator

Description

PURPOSE

The Administrative Assistant coordinates reception area activities to promote communication throughout the Practice. Performs clerical, administrative duties, thrives on organization and is meticulous with record keeping. 

ESSENTIAL FUNCTIONS

Supports the philosophy, goals, and objectives of the Practice.

• Supports, and performs according to, approved policies and procedures.
• Supports risk management and participates in programs directed to patient and staff safety.
• Considers patient rights in performance of job duties and responsibilities.
• Contributes to the quality management process; identifies role and contributions upon request.

Adheres to safety policies and procedures in performing job duties and responsibilities.

• Reports observed or suspected violations, hazards, and noncompliance according to Practice policy.
• Observes safety measures in performance of job duties and responsibilities.
• Responds to emergency situations with competence and composure.

Communicates effectively with co-workers, physicians, visitors, patients and other organizations

• Interactions are respectful and courteous.
• Objectively evaluates suggestions, grievances, and processes to identify opportunities to improve performance and quality of care or seeks further guidance, as needed.
• Communicates effectively and professionally using a translator when necessary.
• Documents that information received from the patient is disseminated to the appropriate people or departments.

Maintains and promotes professional competence through continuing education and other learning experiences.

• Seeks new learning experiences by accepting challenging opportunities and responsibilities.
• Objectively evaluates suggestions or criticisms and attempts to improve performance or seeks further guidance as needed.
• Attends and actively participates in meetings, committees, in-services, seminars, workshops, conferences, quality management activities according to job responsibilities and Practice requirements.

Coordinates reception area activities for effective communication throughout the Practice.

• Greets patients, records patient arrival and obtains information needed to register patients.
• Prepares patient chart; takes chart to designated area and notifies clinical staff of patient arrival.
• Effectively communicates with clinical and administrative staff to help maintain efficient Practice flow.
• Answers telephone and intercom quietly and courteously and receives and relays messages effectively.
• Maintains and protects each patient's right to confidentiality.
• Monitors the patient reception and waiting areas and neatens areas as needed; restocks patient restroom as needed.
• Identifies emergencies and initiates response according to Practice policy.
• Modifies appointment schedule as necessary throughout the day; notifies clinical personnel as appropriate for the situation.

Performs administrative duties and responsibilities.

• Reviews schedule one week in advance and prepares as necessary (make sure chart, x-rays, referral letters, pathology reports, models and MRI or CT films with report are available at the appropriate office).
• Confirms appointments.
• Telephones patients who missed appointments; documents in established patients’ charts.
• Once received, logs in computer x-rays, referral letters, splints, stents, MRI films and authorizations.
• Performs interdepartmental errands when needed.
• Assists with preparation, storage, and maintenance of Practice records and reports.
• Verifies all information on the patient charts for the next day’s schedule; obtains missing information as needed.
• Assists with end of day filing of medical records; verifies all paperwork is secured in chart.
• Assists with patient check in (data entry of registration, insurance information, etc.) and check out (financial arrangements, collects fees, files pre-treatment estimates, balance collections, etc.).
• Prints and distributes appointment schedules as directed.
• Opens and sorts mail as needed.
• Other duties as necessary.

KNOWLEDGE/SKILLS/ABILITIES

Education/Certification/Experience:

• Prior dental or medical front office experience required
• Electronic medical record experience and proficient with technology preferred
• High school diploma or equivalent required
• 2 years clerical experience
• experience with medical/dental insurances, ICD-10 coding, data entry, appointment/surgery scheduling

Skills/Abilities:

• Strong and effective communication and platform skills
• Problem solver and self-directed
• High degree of professionalism and professional image
• Positive attitude, change advocate, lead by example, coachable
• Strong interpersonal and relationship building skills
• Independent decision-making skills, sound judgment
• Strong initiative and able to exercise sound judgement
• Detail-oriented, sound analytical and problem-solving skills
• Good time management and project management skills
• Excellent organization and follow up skills
• Computer literate, working knowledge of Microsoft Office Suite

WORK ENVIRONMENT/CONDITION

• Overtime required as needed to perform job functions
• Travel as needed for training, meetings and/or to perform job functions
• Safety procedures required

OCCUPATIONAL EXPOSURE

• Category II exposure to bloodborne pathogens, may encounter chemical hazards

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. CCOFS reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.