Hawaii Nephrologists, Front Office Coordinator

PURPOSE AND SCOPE:

The Front Office Coordinator acts as the facility receptionist while answering incoming referral calls and completing admissions for patients. The incumbent is responsible for ensuring required demographic, financial, referral, and clinical and other admission data is collected, completed and communicated per related policies and procedures.

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 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 patients 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 visit is initiated.
• Works closely with billing personnel to obtain and verify all necessary information for billing purposes.
• Sends patient consultation reports to referral source as requested.
• Prepares and types routine correspondence, forms, letters and reports.
• Answers telephones and routes calls.
• Greets visitors and patients. Demonstrates a positive attitude. Is polite, courteous and professional.
• Distributes faxes 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.
• Maintains inventory, 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 deemed necessary.
• Reviews and complies with the Code of Business Conduct and all applicable company policies and procedures, local, state and federal laws and regulations.
• Performs workflows for Work queues and Work Lists
• Provides secretarial and administrative support as needed.
• Assists with various projects as assigned by direct supervisor.
• 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.
• Travel may be required between clinic sites (mileage reimbursed in accordance with policy)
• Must be able to lift and pull/push up to 25 pounds.

EDUCATION:

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

EXPERIENCE AND REQUIRED SKILLS:  

• 0– 2 years’ related experience (such as front office, administrative experience in medical office).
• Intermediate computer skills and experience with electronic medical office systems such as electronic medical records, scheduling programs, switchboard, credit card machines, standard office equipment and any new technology.
• Exceptional communication skills – verbal and written.
• Outstanding organizational and planning skills.
• Excellent project and time management skills.
• Outstanding customer relations skills.
• Possesses proper phone etiquette skills. 
• Exceptional interpersonal skills.
• Ability to handle several tasks simultaneously.