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SENIOR OFFICE COORDINATOR CLERICAL

Reference Title
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Hospital: Cleveland Clinic Florida
Facility: CLEVELAND CLINIC FLORIDA
Department: REGISTRATION
Job Code: 000670
Pay Grade: 12
Schedule: Full Time
Shift: Days
Hours: 8am-5pm
Job Details:

GENERAL SUMMARY

This position supervises all clerical and front desk operations that support the physicians’ practices. This position is responsible for ensuring the efficiency of patient processing and throughput for the assigned pod. This supervisor has direct involvement with the staff, patients/visitors, physicians, residents/fellows, and nurses of many departments.

The Senior Office Coordinator ensures the front desk staff performs daily operational duties including, but not limited to, verifying patient demographics and insurance, patient check in /out, collecting co-payments and/or deductibles, scheduling appointments and diagnostic testing, and obtaining referral/authorizations. The Senior Office Coordinator also ensures the clerical office staff performs daily duties including, but not limited to, answering the phone and triaging calls, scheduling appointments / diagnostic testing and/or surgical procedures, obtaining referral / authorizations, maintaining physician(s) calendar, and reconciling/batching charge tickets.


MINIMUM QUALIFICATIONS:

A. Education, Knowledge, Skills and Abilities

1. Demonstrated leadership and personnel management skills and the ability to organize, motivate, and develop staff.

2. Excellent customer service, interpersonal, and oral and written communication skills.

3. Excellent interpersonal skills to communicate with physicians, residents/fellows, nurses, patients/visitors, and Administration.

4. Must have strong organizational skills to coordinate and perform multiple activities.

5. Ability to analyze operational aspects of respective departments and provide input.

6. Knowledge of medical terminology gained through experience or formal course work

7. Typing proficiency with the ability to format, spell, punctuate, edit, and proofread typed copy

B. Required Length and Type of Experience

1. Minimum two (2) years previous supervisory experience required or related Bachelor Degree.

2. Minimum of five (5) years medical office and/or medical insurance experience.

3. Strong computer skills, working knowledge of (e.g., Microsoft Word, Microsoft Excel, e-mail software).

C. Required Licensure, Certification or Registry

1. None required

PRINCIPLE DUTIES AND RESPONSIBILITIES:

1. Supervises respective front desk and clerical support staff with consistent leadership and proper human resources management practices, providing an environment which encourages teamwork in order to promote retention, productivity, and a quality customer-oriented team.

2. Oversees registration procedures, including insurance verifications and authorizations, to ensure timely and accurate registration.

3. Ensures staff identifies and collects co-payments, deductibles, and out-of-pocket expenses. Ensures cash collection / balancing procedures are performed in an efficient, correct and timely manner in accordance to CCF policy.

4. Monitors departmental phone stats ensuring patient phone access directly through the physician’s office, meeting target of 90% answer rate.

5. Processes / monitors time cards, employee overtime, and employee PTO requests in a timely manner consistent with budgetary guidelines.

6. Oversees the daily operational workflow, assesses the workload, evaluates staffing needs, and makes arrangements for coverage.

7. Maintains close working relationship with the physicians and nurse manager of the respective pod to resolve problems and ensure adherence to quality and performance standards.

8. Responds to patient concerns/complaints in a timely manner. Identifies problems, finds resolutions, and notifies Manager and/or Administration when necessary, to provide excellent customer service.

9. Participates in the interviewing and hiring process. Coordinates and implements the training of new employees and identifies/addresses any areas of concern.

10. Assures continuous training, education, and development of staff.

11. Conducts and completes performance evaluations for all staff after 45 and 90 days of employment and annually.

12. Documents any and all policy violations and follows the procedure for the issuing of a corrective action in a consistent manner.

13. Complies with and supports all internal policies, CCF initiatives, and activities to ensure the effective utilization of department resources and the ongoing success of daily operations.

14. Routinely meets with assigned staff to deliver information, educate on internal policies and procedures, obtain feedback, and provide open communication within the team.

15. Able to establish priorities, and determine order of importance on a daily basis with minimal guidance required.

16. Reviews and/or orders necessary office and/or medical supplies while staying within budgetary limits.

17. Is responsible for working the following reports:

Ø Expert Notify list (identifies outstanding batches of charge tickets)

Ø Express Registration report (identifies if we could have captured patient as part of Express Registration program based on certain criteria)

Ø Auth Pending report (shows all appointments for the month that have authorization status as pending)

Ø Hold report (shows claims holding for correction prior to submission)

Ø Tape Error report (shows Signature registration errors)

Ø ORIS to Signature report (compares the OR schedule to the physician’s schedule)

Ø Unverified Check-in Appointments report (verifies whether the verification code is correct)

Ø Desk Verification report (verifies insurance matches patient)

Category: Clerical/Administrative Support

To apply for this job, visit http://www.clevelandclinic-jobs.com/job/WESTON-SENIOR-OFFICE-COORDINATOR-CLERICAL-Job-FL-33326/2211440/?feedId=833&utm_source=MaximusJobs&utm_campaign=ClevelandClinic

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