Job Description

The Front Office Coordinator performs administrative duties including but not limited to typing correspondence and reports, filing, sorting and delivering mail, processing incoming and outgoing faxes, answering phones, scheduling appointments, making appointment reminder calls, processing Televox reports, processing medical records requests, ordering of supplies, diagnostic test scheduling, processing of incoming transcribed reports, registering patients, performing check out tasks for patients, checking charts for accuracy, collecting patient demographic and insurance information, collecting co-pays and other payments, accurate cash reconciliation and reporting, preparation of daily deposit, completion of patient forms (such as FMLA/Disability) and maintaining office equipment such as the photocopier and fax machine.  The Front Office Coordinator will be expected to perform any administrative task needed to ensure the front office is efficient and work is processed timely. May also be responsible for working the missing charges reports.  This may include obtaining patient referrals and precertification's, scheduling of outpatient testing and/or procedures.                                                                                                                  

The Front Office Clerk may also be asked to room patients, as needed.

Principal Duties and Responsibilities:

The following is a summary of the major functions of this individual's job.  He or she may perform other duties, both major and minor, which are not mentioned below, and specific functions may change from time to time.

1. Exhibits the highest level of customer service, through friendly and professional behavior.

2. Holds in confidence all matters concerning patients.

3. Files and maintains all patient records accurately.

4. Proper handling/distribution of mail.

5. Acts as information center.  Has knowledge of both practice and hospital departments in regards to operating hours, policies and procedures.

6. Orders office supplies, including copier, computer, printer, and fax machine supplies.

7. Types and distributes correspondence as needed.

8. Responsible for patient check-in, check-out and/or scheduling appointments.

9. Answering phones and addressing patient needs.  Taking descriptive and accurate telephone messages.

10. Responsible for properly distributing faxes, reports and correspondence to appropriate location.

11. Responsible for diagnostic test scheduling including proper documentation of actions.

12. Responsible for accurate registering and updating all patient demographics and insurance into the billing system.

13. Collection of all co-pays, co-insurance and/or previous balances on accounts.

14. Reconciles monthly/daily payment posting reports with billing system.

15. Knowledgeable of current insurance plans accepted by practice.

16. Reconciles monthly/daily charge entry reports with billing system.

17. Reconciles missing charges.

18. Completes all necessary patient care referrals, pre-authorizations and/or pre-certifications for testing and medication (as instructed by the Manager).

19. Accurately reviews and processes incoming transcription reports.

20. Responsible for maintenance of patient medical records and processing of medical record distribution requests.

21. Responsible for completion of patient forms including FMLA and Disability.

III. Key Accountabilities:

Key Accountability

Weight

1. Communicates Necessary Information
1.) Schedules appointments

2.) Answers telephone in appropriate manner and within 3 rings
3.) Schedules patients as needed
4.) Develops lines of communication inter and intradepartmental while sustaining good relationships.
5.) Provides an advocacy role for patients and families.
6.) Initiates discussion with supervisor regarding professional needs and progress toward key accountabilities and personal goals.

25%

2. Performs all principal duties and responsibilities according to level of job functions to the highest level of accuracy.

Typing correspondence and reports Processing of mail – incoming and outgoing Answers telephones and takes appropriate and accurate telephone messages Schedules patient appointments accurately (including but not limited to clinic appointments, diagnostic, and specialty) Processing Televox reports; making appointment reminder calls to patients Processing medical record requests Ordering of office and/or medical supplies Processing of incoming transcribed reports Registration and check out of patients; including ensuring patient demographic and insurance information is accurate and correct Ensuring patient charts are accurate Collection of copays and other payments; accurately reporting cash reconciliation and deposit preparation Completion of patients forms (FMLA, disability, etc) Maintain office equipment (photo copier, computers, fax machines) Assisting back office, as needed.

50%

3. Maintains an Efficient Working Environment
1.) Organizes work to meet deadlines.
2.) Keeps adequate inventory of office supplies.
3.) Presents an organized and professional image at all times.
5.) Keeps office/use areas clean and organized.
6.) Adheres to the code of conduct per the Employee Handbook.
7.) Maintains a positive work attitude and contributes to a positive work environment.

25%

Standards of Conduct:

Communication:  The goal of good communication is being committed to listening attentively to our customers to fully understand their needs. It is speaking in terms customers can easily understand to deliver messages with courtesy, clarity and care. This includes face-to-face encounters, telephone and email.

Confidentiality/Privacy:  It is the responsibility of all Baptist Medical Associates employees to protect our patients’ privacy and modesty by creating a secure and trusting environment.

Professionalism/Excellence Orientation: Professionalism and Excellence Orientation refer to the way in which our employees work to meet our customers’ needs and further the mission of the hospital.

Ownership/Stewardship:  The work we do is a reflection of ourselves. Ownership and Stewardship mean taking PRIDE in what we do and demonstrating a sense of responsibility for the outcomes of our work and job.

Teamwork/Commitment to Co-Workers:  We rely on each other to give the best possible service and care to our patients, visitors, coworkers and physicians. Respect and collaboration are essential Baptist Medical Associates values.

V. Minimum Education, Training and Experience Required:

High School diploma or equivalent preferred Computer Skills required Medical Terminology required

Skills and Abilities Required:Physical requirements:

Strength -- Position requires ability to occasionally push/pull and lift objects up to 50 pounds.

Manual Dexterity -- Position requires ability to constantly perform simple motor skills such as moving from area to area in the building, on campus and off campus.  Position requires ability to frequently perform moderately difficult manipulative skills such as typing, data entry.

Coordination -- Position requires ability to constantly perform gross body movement such as stooping, filing, etc, and constantly to perform tasks, which require hand-eye coordination such as keyboard skills.

Mobility -- Position requires ability to frequently move from department to department, building to building, and to sit for prolonged periods of time.

Visual Discrimination -- Position requires ability to constantly see objects closely as in reading and viewing paper records and computer screen.

Hearing -- Position requires ability to constantly hear normal sounds with some background noise as in answering the telephone.

Mental Requirements:

Concentration -- Position requires ability to constantly concentrate on minimal and fine detail with some interruption.

Attention Span -- Position requires ability to frequently attend to task/function for more than 60 minutes at a time and to frequently attend to task/function for less than 10 minutes at a time.

Conceptualization -- Position requires ability to frequently understand and relate to concepts behind specific ideas, to frequently understand and relate to the theories behind several related concepts.

Memory -- Position requires ability to constantly remember multiple tasks/functions given to self and others over long periods of time.

Communication -- Position requires ability to constantly communicate verbally and in writing using advanced level vocabulary and advanced writing skills.

Working and Environmental Conditions:

Position requires occasional exposure to blood, body tissue or fluids (Category A), and hazardous materials and dust.  Position may be stressful and demanding.