Front Office Coordinator

PURPOSE AND SCOPE:

The Front Office Coordinator II acts as the facility receptionist while answering incoming referral calls and completing intakes for patients. The incumbent is the subject matter expert and responsible for ensuring required demographic, financial, referral, and clinical and other admission data is collected, completed and communicated per related policies and procedures. The Front Office Coordinator II provides secretarial and administrative support as needed.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Documents patient cancelation and patient “no show” as appropriate.
• Completes front end process of billing procedure ensuring all information is entered into the computer registration module. 
• Obtains necessary patient information (clinical, financial and demographic).
• Obtains necessary signatures to ensure the efficient processing of data in accordance with related policies and procedures. 

• Ensures all aspects of patient confidentiality are maintained at all times. 
• Provides patient with appropriate HIPAA information and documentation. 
• Verifies and obtains eligibility and benefits for all primary and secondary insurances.  If verification is processed via Internet, prints out and includes in registration packet.   

• Performs pre-certification on all patients before treatment is initiated. 
• Works closely with billing personnel to obtain and verify all necessary information for billing purposes. 
• Sends patient consultation reports to referral requested by referring source. 

• Prepares and sends routine correspondence, form letters and reports. 
• Answers telephones and routes calls. 
• Greets visitors and patients. Demonstrates a positive attitude, is polite, courteous and professional. 

• Distributes faxes, memos and e-mails to the appropriate parties. 
• Makes copies of correspondence and other printed matter. 

• Maintains medical record in an organized manner; obtains medical records as requested/indicated. 
• Maintains effective lines of communication with peers. Interfaces with other health care providers and facilities. 

• Picks up and sort mail/faxes on a daily basis. Arranges for package pickup and delivery. 
• Participates in staff meetings and communicates (problem solves) issues related to quality of care. 
• Inventories, orders and/or stocks office with supplies, equipment, forms and medications as directed by supervisors.  

• Maintains waiting room and ensures it is clean and free of debris. 

• Escalates issues to supervisor for resolution, as necessary. 
• Performs functions that require full knowledge of general aspects of the job. 
• Works on assignments that are semi-routine in nature, but recognizes the need for occasional deviation from accepted     practice. 
• Reviews and complies with the Code of Business Conduct and all applicable company policies and procedures, local,          state and federal laws and regulations. 
• Intermediate computer skills and experience with electronic medical office systems such as electronic medical records, scheduling programs, credit card machines, standard office equipment and any new technology that arises.  

• Assists with various projects as assigned by direct supervisor. 
• Performs workflows for Work queues and Work Lists. 
• Serves as subject matter expert for all front office operations.
• Review and maintain trackers including recent hospital discharge lists, new patient referrals, and scheduling patients as appropriate.
• Triaging incoming faxes, uploads to patient medical record appropriately
• Daily reconciling of inventory, cash drawer, deposits and lockbox.
• Processes medical records requests.
• Acts as mentor to other front office coordinators and assists Front Office Lead in training new and existing employees
• Performs other related duties as assigned. 

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Day to day work includes desk and personal computer work and interaction with patients, facility staff and physicians. 
• The work environment is characteristic of a health care facility with air temperature control and moderate noise levels.  May be exposed to infectious and contagious diseases/materials.  
• Travel may be required

SUPERVISION:

• None

EDUCATION AND REQUIRED CREDENTIALS:

• High School Diploma or an equivalent combination of education and experience

EXPERIENCE AND SKILLS:  

• 3-5 years’ related front office experience or an equivalent combination of education and experience.
• Knowledge of Health Insurance plans, deductibles and coinsurance preferred
• Basic health care billing knowledge preferred