Clerical Coordinator - Vascular Associates

BASIC FUNCTION:

Responsible for providing clerical and technical support to the practice office.  Clerical functions to include but not limited to reception, registration, scheduling, billing, processing and distribution of mail and the forwarding of information and reports.  Assists in maintaining medical records in a confidential manner.  This position must provide customer friendly, gracious reception to patients and customers always.

EDUCATION AND EXPERIENCE REQUIREMENT(S):

• High school diploma or GED required.
• A.A.S. degree in Medical Secretarial Science or health related field is preferred.
• 2 years’ experience in an ambulatory service environment. 

GUIDING BEHAVIORS:

• Communication:  Listen to understand, before seeking to be understood.
• Collaboration:  Deliver outstanding service ensuring that safety comes first.
• Compassion:  Serve every person with empathy, dignity, and compassion.

PHYSICAL REQUIREMENTS:

• Should be able to push/pull, lift/move 15 lb., be able to perform moderately difficult manual manipulations such as using a keyboard, writing, and filing for extended periods of time, must be able to perform tasks which require hand-eye coordination such as data entry, typing and using photo copiers.  Mobility requirements may include the ability to be stationary at a workstation for a prolonged period time in addition to being able to squat or be mobile for a reasonable length of time and distance.  Communication requirements include the ability to comprehend the spoken English language in addition to being able to communicate and read the English language.

PRIMARY RESPONSIBILITIES OF THE POSITION:

• The clerical coordinator conducts office protocols and procedures as described by the Office Manager.
• Maintains professional clerical interactions with patient population, staff, and all other necessary communications.  Recognizes medical, legal, and ethical responsibilities.  Facilitates positive, effective public image.
• Facilitates professional and effective communications.  Must be clear, concise information documentation and conveyance.
• Effective telephone and e-mail skills necessary; receive, record, and distribute patient calls, messages, and inquiries.
• Schedule services: this includes initial medical visit, return visits and follow-ups of missed appointments, all laboratory work, x-rays, special procedures, physician consultations, and interdepartmental services.  Facilitate proper use of client/provider scheduling.  Uses appropriate sites of service.
• Prepares and audits encounter sheets as needed.
• Schedules clients’ referrals to other providers as needed.
• Performance of patient registration and business office/finance duties.
• Performs patient registration and assembles/prepares appropriate records.
• Use computer registration system to ensure proper patient demographic and financial information is gathered.
• Receives patient payments and prepares receipt and deposit.
• Expedites insurance forms and other related paperwork for efficient billing and reimbursement.
• Timely and efficient data entry and assistance with a system of charge control.
• The clerical coordinator participates in maintaining the medical record.
• Oversees maintenance of medical records system:  including routing filing, general typing and evaluation and distribution of the office records and telephone communications.
• Copy/fax medical records, pull charts and verify information for scheduled visits.
• Ensures that ICD-9 and CPT codes are available for all visits and maintains integrity of electronic and other means of communicating this information.
• The clerical coordinator participates in the coordination of clerical duties and the objectives of the practice.
• Uses resources in an efficient manner that is consistent with the goals of the department and hospital.
• Monitors and maintains office supply levels within the department.
• Assists with charge appropriateness and maintenance through identification and resolution of issues in coordination with reimbursement and finance staff.
• Maintains system interface through clinical and financial management system’s function with an emphasis on comprehension and system integrity.
• The clerical coordinator participates in the coordination of educational offerings for self.
• Attends continuing education programs pertinent to maintenance and development of expertise and maintains documentation of same.
• Functions within the standard of practice, policy procedures and guidelines.
• Participates to continuously improve unit operations.
• Recognizes job relationship and functions effectively within the organizational structure.
• Uses EMR to document all patient-related information.
• Follows EMR-related policies and standards defined by Ellis.
• Constantly improves skills in EMR use through participating in trainings and sharing knowledge among peers.
• Actively participates in care team huddles and activities.
• Collaborates with care team to improve efficiency and quality of care provided.
• Manages New Patient referrals in the Cerner Referral Management System and / or by specific practice protocol.
• Manages outgoing referrals in the Cerner Referral Management System and closes the loop to ensure continuity of patient care.
• Ensures all ordered medical tests have been resulted prior to new patient encounters.
• Gathers all current medical documentation and reviews with provider prior to new patient encounters.
• Collaborates with Payers to obtain required prior authorization for medical imaging and enters authorization information in EMR.
• Guides new and established patients through the scheduling process.
• Identifies gaps in quality of practice workflows and collaborates with Operations Supervisor and Practice Administrator regarding quality improvement.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex/gender, age, national origin, disability, genetic information, predisposition or carrier status, military or veteran status, prior arrest, or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, or domestic violence victim status.

Salary Range:   $15.08-$21.87/hour                  Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.