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Division Office Coordinator

3 months ago

Fort Lauderdale, Florida, United States Cleveland Clinic Full time

Join Cleveland Clinic Weston Hospital's team of caregivers that remain on the leading edge of technology and education all while consistently providing patient-centered healthcare.

As part of Cleveland Clinic's Florida region, Weston Hospital has contributed to earning the No. 1 hospital ranking in the Miami-Fort Lauderdale metro area and remains a top hospital in Florida.

As a Division Office Coordinator, you will support clinic operations by collaborating with physicians, nurses and other caregivers.

Your primary duties will include, but are not limited to:

  • Answering and triaging phone calls.
  • Scheduling appointments, diagnostic testing and surgical procedures.
  • Obtaining referrals and authorizations.
  • Maintaining physicians' calendars.
  • Other administrative duties.

The ideal future caregiver is someone who:

  • Demonstrates a strong work ethic.
  • Can multitask while paying attention to details and staying organized.
  • Easily adapts and adjusts to changes and updates.
  • Effectively prioritizes work.


This is an excellent opportunity for someone to enhance their leadership skills at one of the top hospitals in Florida.

At Cleveland Clinic, we know what matters most.

That's why we treat our caregivers as if they are our own family, and we are always creating ways to be there for you.


Here, you'll find that we offer:

resources to learn and grow, a fulfilling career for everyone, and comprehensive benefits that invest in your health, your physical and mental well-being and your future.

When you join Cleveland Clinic, you'll be part of a supportive caregiver family that will be united in shared values and purpose to fulfill our promise of being the best place to receive care and the best place to work in healthcare.


Responsibilities:

  • Supports clinic operations by direct involvement with the physician(s) and nurse(s) of a respective department.
  • Facilitates the access of patients to CCF through direct patient appointment scheduling or by serving as a liaison between patient, Central Appointments, and/or other medical departments.
  • Works through and solves patient issues professionally and in a timely manner.
  • Takes and relays phone messages for the respective area in a clear and concise manner in accordance to CCF policy.
  • Utilizes electronic Medical Records System to retrieve pertinent patient data.
  • Obtains proper information such as PCP, referring physician, CPT/DX codes prior to entering request into referral module.
  • Inputs reasons for all visits on all appointments correctly.
  • Ensures authorization is secured for appointment made within 48 hours and same day inpatient hospital admissions.
  • Ensures surgery packets are completed correctly and delivered in at timely manner to OPS and Access Plus (if Surgical Department).
  • Works in conjunction with nurse to reconcile day sheet with charge tickets.
  • Maintains complete and up-to-date documentation and files at all times, including product and service quotes.
  • Coordinates meetings with CEO, CFO, COO, CNO, Division of Medicine or Surgery Staff meetings and obtains sponsorship for catering, Department Chair Meetings, Professional Staff Interviews for OPSA, and Division of Medicine or Surgery Professional Staff APR meetings.
  • Receives or produces confidential information.
  • Utilizes proficiency in typing letters and produces error-free transcribed correspondence.
  • Coordinates all hotel and travel arrangements for professional courses and business travel.
  • Handles all travel expense forms for reimbursement.
  • Maintains Administrative calendar, OR and Clinic schedule. Submits professional dues reimbursement for Division Chair.
  • Other duties as assigned.

Education:

  • Some college or technical training.
  • Knowledge of medical terminology gained through experience or formal course work.
  • Excellent customer service, interpersonal, and oral and written communication skills.
  • Basic arithmetic skills (addition, subtraction, multiplication, division, percentage).
  • Strong computer skills, working knowledge of (e.g., Microsoft Word, Microsoft Excel, e-mail software).
  • Typing competency with the ability to format, spell, punctuate, edit, and proofread typed copy.
  • Ability to transcribe dictated correspondence if needed. Must be able to maintain confidentiality.
  • Must have good organizational skill to perform multiple activities.

Certifications:

  • None required.

Complexity of Work:

  • All employees are expected to meet the standards of performance outlined in the Organizational-Wide Competencies listed below as applied to the position:

World Class Service Orientation:

Includes attitude, behavior, interpersonal skill, and problem solving that enable an employee to respond to internal and external customer needs and expectations in a positive manner.


  • Adaptability: Includes teamwork and flexibility needed to fulfill job responsibilities including adapting to changes in work environment and accepting supervisory feedback.
  • Efficiency and Effectiveness: Includes quantity and quality of desired work, as well as organization skills necessary to perform successfully.
  • Essential Job Requirements: Includes adherence to all relevant policies, procedures, and guidelines affecting the work environment, including maintenance of required competencies and communication skills.
  • Supervisory Responsibilities (if applicable): Includes overall accountability for assigned work group relative to operational goals, personnel requirements, and budgetary constraints.
  • Note: The above stated duties are intended to outline those functions typically performed by individuals assigned to this classification. This description of duties is not intended to be all inclusive nor to limit the discretionary authority of supervisors to assign other tasks of similar nature or level of responsibility.

Work Experience:

  • Minimum two (2) years medical office experience and/or a minimum two years medical insurance experience.

Physical Requirements:

  • Ability to perform work in a stationary position for extended periods
  • Ability to operate a computer and other office equipment
  • Ability to travel throughout the hospital system
  • Ability to communicate and exchange accurate information
  • In some locations, ability to move up to 10 pounds

Personal Protective Equipment:

  • Follows Standard Precautions using personal protective equipment as required for procedures.
Pay Range

Minimum hourly:
$16.47

Maximum hourly:
$23.61

The pay range displayed on this job posting reflects the anticipated range for new hires.

While the pay range is displayed as an hourly rate, Cleveland Clinic recruiters will clarify whether the compensation is hourly or salary.

A successful candidate's actual compensation will be determined after taking factors into consideration such as the candidate's work history, experience, skill set, and education.

This is not inclusive of the value of Cleveland Clinic's benefits package, which includes among other benefits, healthcare/dental/vision and retirement.