Intake Coordinator

1 month ago

Saint Petersburg, United States SPFC Careers Page Full time
Job DescriptionJob DescriptionDescription:

The Intake Coordinator plays a crucial role in advancing health equity and ensuring alignment with the St. Petersburg Free Clinic’s (SPFC) vision, mission, programs, and values to enhance health and accessibility for all. SPFC is currently seeking an Intake Coordinator for its Health Center. This position involves maintaining patient charts, scheduling appointments, managing physician correspondence, overseeing intake volunteers, and optimizing patient flow.


Schedule

  • 40 Hours Per Week
  • Monday-Friday 8:30am-5:00pm
  • Ability to work monthly night and Saturday clinics in accordance with program needs.

Position Responsibilities

  • Greets patients and visitors in a welcoming manner and directs them to the appropriate team member.
  • Performs check-in tasks in the electronic health record (EHR) for arriving patients, verifies identification and demographics, and assists them with the completion of intake paperwork.
  • Recognizes the front desk as pivotal in setting the clinic's tone, aiming for a positive, welcoming experience through meaningful connections.
  • Receives and sorts incoming mail and packages, ensuring prompt and accurate distribution within the clinic.
  • Completes end-of-day tasks such as running reports, identifying no-shows, and communicating with Health Outcomes and Patient Care Directors.
  • Consistently demonstrates superior customer service, prioritizing quality care and concern for all customers.
  • Routes calls, retrieves messages, and ensures all inquiries are addressed promptly.
  • Manage EHR referrals and telephone encounters assigned to the front desk, ensuring they are addressed promptly.
  • Delegates front desk tasks to individual volunteers for completion.
  • Creates and maintains the monthly clinic provider schedule within the EHR.
  • Ensures all reports, labs, and pertinent information are accurately filed in patients’ records before appointments.
  • Coordinates with clinical staff to streamline patient flow and documentation.
  • Schedules appointments per guidelines, adheres to urgent visit protocols, and confirms appointments as needed.
  • Documents and accurately maintains patient medical information in EHR and serves as point-person to trouble-shoot user issues.
  • Handles medical information requests in compliance with HIPAA guidelines.
  • Reports monthly statistics to the Director of Health Outcomes.
  • Supports clinical staff and volunteers as needed.
  • Contributes ideas to enhance front desk operations and EHR efficiency.
  • Promotes a collaborative team environment and supports volunteer integration.
  • Works with the Volunteer Coordinator to ensure adherence to Department of Health (DOH) regulations and conducts regular audits of intake paperwork at the front desk. Completes training mandated by the DOH and assists in volunteer training through DOH.
  • Conduct Department of Health paperwork audits in collaboration with the DOH auditor as requested.
  • Trains and conducts pre-shift meetings with intake volunteers.
  • Promptly communicates volunteer needs to the appropriate team members.
  • Maintains office policy and procedure reference guides and ensures all administrative procedures are followed regarding scheduling, reception, and other job-specific tasks.
  • Updates and improves the volunteer manual and training materials.
  • Primary contact for patient concerns and service inquiries.
  • Informs staff and volunteers concerning EHR updates and new policies, protocols, and procedures.
  • Works with Director of Health Outcomes and Director of Patient Care to develop and incorporate practice goals into the office.
  • Participates in morning team meetings, staff meetings, and training sessions.
  • Participates in team-building activities with volunteers and staff to enhance collaboration and strengthen connections within the team.
  • Participate in Health Center and agency-wide activities and community events to foster program growth and culture.
  • Performs other duties as assigned.

Agency-wide Responsibilities

  • Ensures documentation and records comply with HIPAA and SPFC policies and procedures.
  • Maintains strict confidentiality.
  • Supports the St. Petersburg Free Clinic’s commitment to diversity and inclusion.
  • Ensures all communications and interactions with patients are conducted with dignity and respect.
  • Adheres to agency policies and procedures and all Federal and State regulations and local ordinances.
Requirements:

Required Skills & Abilities

  • Excellent relationship-building skills with internal and external stakeholders.
  • Strong analytical and problem-solving skills.
  • Proficiency in prioritizing inter-departmental and cross-departmental collaborations.
  • Proficient in Microsoft Office Suite and related software.
  • Competent in utilizing a broad range of technology.
  • Demonstrated commitment to embodying the mission and values of the St. Petersburg Free Clinic.
  • Ability to manage and resolve challenging situations diplomatically.
  • Willingness to learn and embrace new responsibilities.
  • Reliable transportation required.
  • Bilingual, Spanish speaking preferred.

Education & Experience:

  • High school Diploma or GED required; Associate's Degree preferred.
  • Minimum 2 years of experience in a health care setting.

Physical Requirements

  • Extended periods of desk work involving computer use.
  • Ability to lift up to 15 pounds when necessary.

SPFC is a Drug and Alcohol-Free Workplace.

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