What are the responsibilities and job description for the Office Coordinator - Richardson position at HeartPlace?
General Summary
Supervises general office administration through coordination of staff in day-to-day operations and scheduling of clinic. Ensures communication of updated processes, procedures, etc. throughout the clinic. Maintains a good work environment for all staff, works to process reviews, participates in hiring staff, along with the day-to-day management of staff including disciplinary action and documentation. Works closely with physicians and operations. May be involved in the marketing of the clinic.
Principal Duties and Responsibilities
1. Responsible for professional administration of assigned office. Includes responsibility for and oversight of administrative duties related to physician(s), patients and all employee(s).
2. Acts as a role model for all staff.
3. Ensures new staff are properly trained for their role.
4. Ensures appropriate communication to facilitate office compliance related to Company and regulatory policies and practices.
5. Responsible for all office scheduling; physician, patient and employee related.
6. Initiate’s patient account registration.
7. Ensures efficient function of the office through proper employee scheduling. Working with management, accepts, considers and approves/denies employee requests for PTO.
8. Oversees payroll for clinic. Ensures time submitted for payment is accurate and complies with Company policy. Approve time for payment in a timely manner.
9. Supervises and/or performs Check-In, Check-out, scheduling, insurance verification/precertification and payment collection process as required due to office demands.
10. Responds to patient account inquiries (check for accurate ins. Reimbursement & open charges.
11. Negotiates and arranges financial arrangements w/patients. Resolves patient billing concerns, referring them to customer service when needed.
12. Oversees or performs scheduling hospital procedures/test, doing orders & precertification.
13. Works with Operations and Human Resources to assist in resolving office issues, employee performance or policy issues, and/or employee concerns.
14. Responsible for submission of fee tickets, transcription, patient demographics, and any other supportive documentation to CBO for timely submission of claims.
15. Maintains and coordinates cardiology ER ‘call’ schedules.
16. Coordinates health fairs, talks, and any community public relations or marketing events for the Clinic.
17. Responsible for positive communication of information to/from office and CPR and maintains frequent contact with management.
18. Responsible for initiating the evaluation paperwork process including instructing staff on the self-evaluation process and offering input on employee performance in relevant categories.
19. Provides excellent customer service and the highest quality patient care.
20. Follows all OSHA and other safety guidelines. Overseeing OSHA compliance within the clinic.
21. Completes education requirements timely as set by the Company.
22. At all times protects the confidentiality of protected health information (PHI) of patients per HIPAA regulations; including does not review his/her own record, or records of employees or co-workers without a “need to know”.
23. Actively demonstrates and promotes teamwork at all times and works with others to do the same.
24. Adheres to company safety standards at all times.
25. Follows other policies and procedures such that there are no verbal or written warnings during the evaluation period.
26. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
27. May be required to move between locations as needed.
28. Maintains professional attitude, presentation and demeanor at all times.
Essential Knowledge, Skills and Abilities Required
1. High School diploma or equivalent.
2. Minimum 2 years medical office experience to include heavy scheduling experience.
3. Proven track record of strong medical front office skills/experience. Professional level
knowledge of medical billing practices.
4. Supervisory experience: strong employee relations skills.
5. Understanding of OSHA requirements in a clinical setting.
6. Understanding of HIPAA requirements
7. Fluently speaks, reads, and writes in English. Bilingual in Spanish is a plus.
8. Strong communication skills; verbal and written.
9. Professional level competency with EMR systems, Microsoft Office suite (Word
and Excel). Types 40 wpm, intermediate Excel spreadsheet capabilities.
10. Ability to quickly master Company proprietary software
11. Intermediate 10 Key capability
12. Basic accounting skills.
13. Ability to travel to off-site clinics and meetings as needed.
14. Is present at work during the scheduled hours and days of the job to work directly with patients, physicians, and team members, in accordance with the Company’s Attendance policy.
15. Maintains professional attitude, presentation, and demeanor at all times.
We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
