Office Coordinator - Plastic & Reconstructive Surgery - Full Time

About the Job:

Working under the direct supervision of the Practice Manager and within the established policies and procedures of the Elliot Hospital, the Office Coordinator, will oversee the day-to-day operations of the EHS Plastic & Reconstructive Surgery Department’s work area and performs personnel performance and competency evaluations of non-clinical staff in conjunction with the Practice Manager. Serving as a subject matter expert, they will support efficient front desk operations and registration related revenue cycle activities, working alongside the Patient Service representatives. The Office Coordinator will assist in assuring the smooth day-to-day operations, participate with management in the development of department specific projects working towards continual workflow improvements. Supports the mission, vision, and values of Elliot Health System.

What You’ll Do:

• Assist in ensuring the practice is achieving patient experience goals.
• Train, mentor, and support PSR staff across the practice scheduling and insurance management operations.
• Obtain insurance eligibility information across multiple payers and document accurate, thorough information in the patient record.
• Create, monitor, and adjust the provider and departmental schedules as needed to maximize productivity and to increase patient access.
• Prepare and verify patient charges daily. Run daily batch billing report.
• Supervise and/or perform transcription. Supervise and/or perform scanning of external records/documents into the EMR.
• Supervise and/or perform direct data entry into the EMR.
• Request and coordinate films, pathology, and medical records for patient referrals.
• Development of department specific project work towards continual workflow improvements and managing department growth
• Performs all duties of EHS PSR and assists with unexpected coverage needs.
• Maintains workload at the established productivity standard for assigned area.
• Interacts and communicates professionally with co-workers, management, and patients.
• Responsible for quality processes and report management. Work in conjunction with the Practice Manager to prepare and adhere to department budget.
• Coordinate the orientation and training of new administrative personnel. Maintain documentation of orientation and training activities with emphasis on proficiency and competency.
• Promote and facilitate problem solving and issue resolution with staff regarding concerns and conflicts within the office.
• In conjunction with the Practice Manager, perform personnel performance and competency evaluations of non-clinical staff. Participate in the selection process of candidates for employment in the department; recommend and orient new hires. Perform annual competency and performance evaluations for all direct reports.
• Ensure compliance with all applicable rules and regulations and health system policies and procedures. Responsible for training staff in relation to revised and/or newly implemented policies and procedures. Work with Elliot Health System (EHS) Finance and EHS Legal/Risk Departments to ensure compliance with all accepted policies and procedures.
• Maintain department inventory and complete orders from current designated vendors for supplies and or the purchasing department.
• Monitor staff time to ensure adequate administrative staff levels daily. Ensure processing of weekly electronic time attendance for the department. Ensure complete, accurate and timely charge-capture and charge entry.
• Ensure payment of department expenses, which require Practice Manager’s signature.
• Distribute notices and agendas of select meetings. Record, transcribe, obtain approval, and distribute minutes of these meetings.
• Manage all pre-authorization requests, completing all necessary authorization forms, ensuring clinical information is provided to insurance companies and authorization is complete.
• Organize functions for Practice Manager including scheduling rooms, ordering food services, and arranging for room set-up and audio-visual equipment.
• Perform other duties as assigned.

Essential Job Function:

• Work must be performed on-site.
• Ability to proceed alone following standard practices for routine procedures referring unusual problems to supervisor.
• Ability to work independently with frequent interruptions and respond appropriately to unexpected situations. Ability to take initiative.
• Ability to gain and maintain a thorough understanding of the organizational structure of EHS.
• Work schedule is typically Monday-Friday; however, ability to work additional hours as required to respond to the needs of the position.

Qualifications:

• Education: High School diploma or equivalent required.
• Experience: A minimum of two (2) years’ experience in a busy, complex specialty office environment, managing multiple priorities required. Previous supervisory experience preferred.
• Knowledge: Working knowledge of medical terminology, working knowledge of personal computers, office software and network systems required. EPIC Super user for PSR functionality preferred.
• Skills: Excellent organizational skills. Strong problem-solving skill.
• Abilities: Demonstrated ability to foster teamwork within the office. Set-up expectations for self and others of exceptional service excellence with internal and external customers. Ability to interact effectively with people of varied educational, socio-economic, and ethnic backgrounds, skill levels and value systems. Ability to multi-task, prioritize assignments, communicate effectively, manage conflict.

Why You’ll Love Us:

• Health, dental, prescription, and vision coverage for full-time & part-time employees
• Short-term disability, long-term disability, and life insurance coverage
• Competitive pay and earned time accrual plan
• Tuition Reimbursement and career advancement opportunities
• 403(b) Retirement Savings Plan
• Supplemental benefits, including access to the Welliot Health Center
• And more!