Job description
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Job Description
BUSINESS UNIT: MMM Multiclinica
DEPARTMENT: Clinical Management
POSITION: Service Coordinator
POSITION DESCRIPTION
Responsible for coordinating communication between the patient and all the clinical and administrative employees. The Service Coordinator performs activities to maintain the medical files, service as receptionist and coordinate patient procedures is to collaborate with clients by assessing, facilitating, planning and advocating for health needs on an individual basis. Successful outcomes cannot be achieved without specialized skills and knowledge applied throughout the process. These skills include, but are not limited to, positive relationship building, effective written/verbal communication, ability to affect change, perform critical analysis, plan and organize effectively and promote client/family autonomy. It is crucial for the Clinic Administrative Coordinator to have knowledge of funding resources, services and clinical standards and outcomes
ESSENTIAL DUTIES AND RESPONSIBILITIES
Check-In Management
Welcome patients.
Maintain the appointment calendar, schedules, and medical charts.
Communicate with patients, families, medical staff, and caregivers to guarantee smooth operations.
Assist patients with required clinic forms and inform patients about the procedures of the clinic.
Resolve all patient complaints and collect reviews to help improve functionality.
Plan patient procedures and activities.
Maintain and update patient medical record accordingly.
Maintain ongoing tracking and appropriate documentation on upcoming referrals to promote team awareness and ensure patient safety.
Ensure complete and accurate registration, including patient demographic and current insurance information.
Assemble information concerning patient's clinical background and referral needs. Per referral guidelines, provide appropriate clinical information to specialist.
Pull and route files to appropriate personnel.
Review details and expectations about the referral requierements with patients.
Check-out Management
Assist patients in problem solving potential issues related to the health care system, financial or social barriers (e.g., request interpreters as appropriate, transportation services or prescription assistance).
Ensure referrals are addressed in a timely manner.
Order medical equipment, supplies as needed.
Remind patients of scheduled appointments via mail or phone.
Provide educational tools to the patient for self management and continuity of care.
Provide care plan summary to patient or authorized representative.
Referrals Management
Identify and utilize cultural and community resources. Establish and maintain relationships with identified service providers.
Review details and expectations about the referral with patients.
Contact review organizations and insurance companies to ensure prior approval requirements are met. Present necessary medical information such as history, diagnosis and prognosis.
Maintain ongoing tracking and appropriate documentation on referrals to promote team awareness and ensure patient safety.
Be the system navigator and point of contact for patients and families, with patients and families having direct access for asking questions and raising concerns. May assume advocate role on the patient's behalf with the carrier to ensure approval of the necessary supplies/services for the patient in a timely fashion.
Ensure that referrals are addressed in a timely manner.
Administrative Tasks
Ensure that patient's primary care chart is up to date with information on specialist consults, hospitalizations, ER visits and community organization related to their health.
Organize and evaluate medical records for completeness and accuracy.
Provide support to management team to organize records for special audits and/or peer reviews
Knowledge of chart control, access and storage in accordance with established policies and regulations.
Knowledge of medical records regulations and release of health information.
Receive, screen and coordinate telephone calls from patients and healthcare providers.
Perform a variety of administrative duties including but not limited to: managing phone calls; taking messages, faxing and filing of confidential documents; and basic Internet and email utilization.
Provide excellent customer service to all internal and external customers.
Train new employees on clinical processes and clinic workflows
Remind patients of scheduled appointments with outsite providers via mail or phone.
Understands and follows the Code of Conduct and HIPPA guidelines
Other
Duties as assigned or requested by supervisor or leadership.
EDUCATION AND experience
Associate Degree in Business admistration or Business School and relevant qualifications. Healthcare industry experience preferred: minimum 3–5 years. Managed health care setting preferred: 1- 3 years
GENERAL SKILLS AND SPECIFICATIONS
Customer Service Skills
Great communication skills.
Be friendly.
Work on assigned schedule.
Ability to work with patient with different backgrounds.
Ability to relate well to patients, physicians, employees and other professionals.
Ability to remain calm and exhibit tact in stressful and/or delicate situations.
Administrative and Technical Skills
Multitasking.
Be dedicated to the vision, goals and culture of the practice.
Team player.
Ability to understand the goals of the practice and work to obtain these goals both independently and with direction.
Ability to handle confidential issues with discretion.
EMR experience: NextGen preferred.
Bilingual (English/Spanish) preferred.
Medical terminology knowledge required.
Must be computer literate and proficient in Microsoft programs.
Oustanding organization and time management skills.
Must be able to function independently, accept change, and be able to prioritize tasks efficiently when faced with competing demands.
Must be flexible.
Critical Think Player: Ability to define problems, collect data, establish facts, and draw valid conclusions.
Physical and mental demand: Requires sitting and standing associated with normal clinic environment. Regularly talks and hears. This position requires that weight be lifted or force be exerted up to 10 pounds.
This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.
I acknowledge receipt and review of this job description and understand that it is subject to change.
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
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