Administrative Coordinator

Description

POSITION OVERVIEW:

The Administrative Coordinator is responsible for overseeing the day-to-day operations of the front office functions including data entry systems, PM, patient intake, and document management systems and other technical systems in accordance with established protocol of the practice. Administratively provides support to VP, Director, managers, revenue cycle and patients daily. 

ESSENTIAL FUNCTIONS:

· Responsible for training and orienting new administrative managers to the policies, procedures, Standards of Conduct and clinic operations

· Works cooperatively and respectfully with the Providers of the clinic this includes providing timely organizational information as well as seeking their input in clinic changes and staffing

· Responsible for oversight of procedure design patient demographics; insurance eligibility and verification related to patient accounts

· Works cooperatively with the assigned director and managers to create stability, support and continuity of support systems

· Act as liaison between Director and Admin Managers/Site Managers

· Establishes processes to ensure technology is used in a streamlined and efficient manner 

· Uses critical thinking skills and sound judgment, resolves technology issues by creating and monitoring tickets for administrative tools (IE: Phreesia, PM, ProviderFlow)

· Assists managers in creating hiring ads as needed for backfill positions

· Ensures all records, reports, logs, minutes and documentation are kept current and in compliance with any regulatory and company policies and procedures

· Helps with ordering of supplies and equipment necessary for the efficient operation of the clinic

· Attends and actively participates in meetings as assigned by leadership 

· Provides current information on organizational initiatives and changes through regular staff meetings

· Engages in studies and investigations related to improving delivery of services and recommends changes in the systems that would result in a more effective and efficient operation

· Monitors the clinic and staff to ensure that it remains safe, secure and well-maintained

· Models' professionalism by example through adherence to OCC’s policies and procedures

· Demonstrates positive customer services and helps managers to ensure clinic staff meet those standards including interpersonal communication and professional conduct expectations

· Identifies needs and provides opportunities for staff to acquire and maintain knowledge through informal training and development programs geared towards patient relations areas

· Coordinates administrative requests and needs with the leadership team 

· Monitors and controls department costs to maintain expenditures within allocations

· Ensures efficient patient flow, coordinating care services, and addressing patient concerns and feedback as needed with managers

· Ensures compliance with regulations (HIPAA, Stark, OIG), developing and implementing clinic policies and procedures

· Works with leadership on process and procedure improvements related to all front office functions and practice EMR system

· Provides back-up or float, as needed

· Ensures confidentiality and controls access to sensitive information, such as staff personnel files.

· Responds to inquiries and requests for information requiring knowledge of departmental and company policies and procedures

· Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and overseas production and distribution of related materials

· Researches and gathers data for departmental reports; Conducts preliminary analysis of data

· Implements changes or enhancements to procedures to improve productivity, efficiency, and service

· Provides support and completion of legal work for providers (IME, PA pay, Work Comp, etc.)

· Other duties as assigned

Requirements

REQUIRED QUALIFICATIONS AND SKILLS:

· 5+ years of work experience in clinical administrative operations, orthopedics preferred

· Strong analytical skills

· Exhibit progressive professional development 

· Demonstrates flexibility and reliability 

· Ability to prioritize and solve problems 

· Ability to relate well to patients, families, co-workers, and physicians

· Exceptional communication skills, both written & verbal

WORKING CONDITIONS:

· Typical clinical office and exam/procedure room environment

· Possible exposure to communicable diseases and other conditions common to clinical settings

· Frequent standing, typing, moussing, and reading paper and electronic documents

· Ability to file and track documents and data, both in written and electronic form

· Able to frequently stoop, lift carry and push/pull 15 pounds and occasionally up to 30 pounds

· Frequent travel may be required