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Practice Coordinator II

3 months ago

Pensacola, United States West Florida Medical Center Clinic PA Full time
Job DescriptionJob DescriptionDescription:

JOB SUMMARY

Responsible for assisting Practice Manager in managing the daily operations of assigned physician specialty practices.


ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Assist Practice Manager in an administrative capacity within a physician specialty practice, both operationally and fiscally.
  • Function as a Patient Services Representative III when necessary to include all duties of Patient Services Representative III job description.
  • Identify self to internal and external customers by wearing identification badge at all times.
  • Greet patients with courtesy and respect. Answer questions and direct requests appropriately and efficiently.
  • Receive, place and transfer calls using appropriate telephone etiquette; handle telephone request with courtesy and accuracy. Accurately take and distribute messages.
  • Request changes to Practice Point Plus system as directed by Practice Manager.
  • Assist in planning, implementing and administering medical programs and services, including personnel administration, training, and coordination of medical, nursing and other staff.
  • Assist in directing, supervising and evaluating work activities of medical, nursing, technical, clerical, and other personnel.
  • Assist in monitoring physician and staff attendance at mandatory training sessions.
  • Collect, review and authorize all timesheets, timecards and other payroll data, as indicated. Meet prescribed deadlines for submission.
  • Collect and distribute paychecks and reimbursements, to staff and physicians, as indicated. Include detailed IDP information as needed.
  • Assist in reviewing and analyzing financial statements, receivables reports, balance sheets, and physician and mid-level provider production reports.
  • Maintain knowledge of each physician pay sources, referring physicians and market resources.
  • Assist in reviewing and authorizing expenditures. Coordinate financial reporting and accountability of such.
  • Assist in establishing rates for services, based on department specific protocol. Track collections, payments and identify ways to improve financial success.
  • Identify, order, pick-up, deliver medical and non-medical related supplies and materials, as needed.
  • Assist in developing, implementing and maintaining organizational policies and procedures for each department.
  • Assist in managing and improving practice environment. Identify, report and request maintenance assistance for work orders. Follow-up as required.
  • Assist in monitoring the use of diagnostic services, and staff to ensure effective use of resources and assess the need for additional staff, equipment, and services.
  • Utilize computerized record and data management systems to process data, such as claims activities and payments, and to produce reports. (i.e., Desktop Query, claim system, A/R reports, financial databases, etc.)
  • Research and resolve denied claims. Communicate claim resolution to the Practice Manager for error correction, submission of appropriate documentation, authorization for charge adjustment, etc. Follow-up to ensure claim processed accordingly.
  • Assist in reviewing and identifying issues for the Practice Manager regarding unpaid or suspended claims. Collaborate on strategies for prompt payment.
  • Primarily responsible for identifying denied claim trends. Research, resolve and implement front-end solutions where applicable.
  • Review charges, fees and carrier allowable annually. Compile and distribute updated information as applicable.
  • Assist in monitoring and managing charge entry for billing consistency, efficiency and effectiveness. (Charge lag, overrides, context edits, etc.)
  • Accountable for the completion of the Missing Services Report (MSR) and Credit Manager Report (CMR), and Manager Denial Report for the department.
  • Assist in establishing work schedules and assignments for staff and physicians. (i.e., on-call schedules, managing physician and staff time-off, other coverage issues, etc.)
  • Develop and foster professional relationships with other MCC departments. Collaborate and coordinate with MCC departments and staff for the operational and financial needs of each department and/or physician.
  • Monitor and ensure compliance between departments, physicians, staff and regulatory guidelines.
  • Organize, implement, and ensure completion of Compliance-mandated protocols, including: Annual and Specific Compliance Training, OSHA/Biohazard training and checklists, as well as, all other departmental checklists.
  • Assist in the development of educational materials, organize and conduct in-service training. (Coding, insurance and/or reimbursement changes, including other training, updates and changes).
  • Maintain communication between physicians, staff and other departments by attending meetings and coordinating interdepartmental functioning.
  • Monitor the registration of all patients, demographic and insurance information.
  • Assists in answering correspondence received from attorneys and insurance companies. This includes formulating replies to requests for patient’s future medical expenses estimates.
  • Manage the scheduling of all depositions, conferences, and meetings with attorneys or rehabilitation nurses so as not to interfere with surgeries or patient schedule. Always log in surgery book.
  • Manage and verify workers compensation cases including appropriate documentation, verification and follow up.
  • Produce and deliver invoices for all special reports to attorneys and attorney depositions/conferences; post checks received and update patient notes accordingly.
  • Assist in monitoring patient reminder appointment telephone calls and no-show rates.
  • Monitor and ensure staff compliance with parking guidelines and regulations.
  • Maintain awareness of advances in medicine, computerized diagnostic and treatment equipment, data processing technology, government regulations and health insurance changes.
  • Develop and maintain departmental buck and/or charge slips, as directed.
  • Assist in monitoring compliance with specific regulatory guidelines, such as HIPAA, Starke Laws, Fraud and Abuse, and safety daily.
  • Hand-deliver all notices, correspondence and voting materials requiring physician signature or immediate attention, as directed.
  • Be within immediate contact of Practice Manager at all times, via telephone, email, or in person.
  • Perform tasks and duties of absent staff members, as needed.
  • Attend events and other MCC functions as appropriate.
  • Assure that appropriate insurance authorizations have been performed prior to scheduled surgeries.
  • Track laboratory, pathology and x-ray results and communicate to patient, after physician* instruction. Assure all ancillary study results have been received, reviewed and any issues resolved.
  • Perform preparatory information and request authorization when appropriate.
  • Anticipate departmental needs and improve office efficiency by assisting other staff as necessary.

*Physician has the option to delegate this responsibility to a mid-level provider.

CORPORATE CULTURE RESPONSIBILITIES

  • Follow established corporate and department-specific policies and procedures.
  • Attend all corporate and department-specific required training.
  • Uphold MCC’s Purpose, Values, and Vision.
  • Abide by MCC’s Corporate Culture Responsibilities.
  • Perform other duties as may be assigned cheerfully and willingly.
Requirements:

EDUCATION/EXPERIENCE REQUIREMENTS

  • Minimum education requirement is a high school diploma or GED.
  • Two (2) years of experience in a healthcare environment, preferably in a physician office, required.
  • One (1) year of supervisory experience required
  • Healthcare license or certification preferred throughout employment in this position.

KNOWLEDGE, SKILLS AND ABILITIES

  • Display customer services skills, strong interpersonal skills, close attention to detail, and excellent verbal and written communication skills.
  • Be a person of integrity and character, willing to embrace change and make a positive impact in the lives of patients and co-workers.
  • Ability to work with staff members at all levels of the organization in a cooperative, team-oriented manner.
  • Displays computer proficiency (i.e. PC windows and MS Office environment) and ability to quickly learn new applications. Preferred ability of typing 40 cwpm.
  • Proficient in use of English language both in written and verbal communication.
  • Must be able to communicate with individuals of varying socio-economic backgrounds.
  • Displays ability of giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Professional demeanor and recognition of privacy considerations for patients and families.
  • Must be able to accurately prioritize multiple tasks.

PHYSICAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

  • Strength (Lift/Carry/Push/Pull): Sedentary (exerting up to 10 pounds of force occasionally)
  • Standing/Walking: Occasionally; activity exists up to 1/3 of the time
  • Keyboarding/Dexterity: Frequently; activity exists from ¾ of the time
  • Ability to look at a computer screen for extended periods.
  • Ability to perform constant repetitive hands and finger motions.
  • Ability to work in various positions (standing, sitting, bending, and walking) for extended periods of time.
  • Talking (Must be able to effectively communicate verbally): Yes
  • Seeing: Yes
  • Hearing: Yes

EMOTIONAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

  • Must exhibit stable work behaviors daily.
  • Must possess adequate individual coping skills.
  • Ability to remain calm and professional regardless of workload or time constraints.
  • Must be able to work under stress and remain calm and professional.

WORK ENVIRONMENT

  • Clinical front office environment
  • Exposed to frequent and constant interruptions in daily functions/schedule.
  • Must be available to customers and staff throughout the day.
  • May be required to work extended hours to meet department needs.