Medical Coordinator

4 weeks ago

San Bernardino, United States St Johns Community Health Full time
Job DescriptionJob DescriptionThis position is responsible for all administrative duties and support to the Medical Management Team (MMT) and medical providers. Handles correspondence, maintains files, and serves as an administrative support for the Chief Medical Officer (CMO), Regional Medical Directors (RMD), and providers. Handles details of a confidential and critical nature. Conducts themself with the highest degree of dignity, professionalism, and interpersonal effectiveness while exercising sound judgment. May have some project administration responsibilities.

Benefits:

  • Free Medical, Dental & Vision
  • 13 Paid Holidays + PTO
  • 403 (B) retirement match
  • Life Insurance, EAP
  • Flexible Spending Account
  • Continued workforce development & training
  • Succession plans & growth within

Qualifications/Licensure:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education:

  • AA or BA/BS degree is preferred with a minimum of (2) two years of executive-level support
  • Experience preferably in the health care field.

Experience:

  • Ability to adapt in a fast past environment and be able to work responsively under pressure.
  • Have a great attitude and be a team player.
  • Ability to learn quickly, to respond/react quickly to changing priorities, and to be dedicated to the completion of required tasks
  • Ability to prioritize workload, meet deadlines, and maintain a high level of quality and accuracy
  • Initiative, resourcefulness, and attention to detail
  • Excellent problem-solving skills, analytical thinking, and visionary skills necessary to grow a company
  • Ability to prioritize multiple requests based on own judgment of importance/need to the department
  • Recent experience working with C-level executives.
  • Professional verbal and written communication skills and the ability to type 50 wpm
  • Knowledge of Microsoft Office and telephone protocol.

Responsibilities:

Performs a combination, but not necessarily all, of the following duties:

Provider Recruitment

  • Compile candidate résumés and screen for experience, EMR, language, etc
  • Prepare a table of candidates' attributes with copies of résumé(s)
  • Print/make copies of resumes for Medical Management Team review
  • Prepare summaries of applicants' skills for MMT review
  • Coordinate scheduling of interviews and site visits

Provider Credentialing

  • Facilitate hiring process and maintain communication with Human Resources, Recruiter and Credentialing for this purpose
  • Work with Human Resources in ensuring that all privileging and credentialing documents are up to date for new and existing providers
  • Coordinate with Credentialing to obtain documents, signatures, and related materials from medical providers.

Provider Onboarding

  • Distribute any updated provider policies (Credentialing, Chart Closure, etc) and memos (Admin Time, Per Diem Rates, Call Out Protocol, etc) to providers; collect acknowledgment signature from each provider when needed
  • Coordinate meeting with incoming providers for RMDs and/or CMO
  • Create the new provider onboarding templates for shadowing and ramp-up appropriate to their position; modify as needed to accommodate additional trainings, mentor call out, etc

Provider Meetings

  • Typing, data entry, proofreading, filing, copying, faxing
  • Reserve meeting space for scheduled meetings
  • Arrange for refreshments and/or special supplies for scheduled meeting and events
  • Telephone coverage, office reception, the taking of minutes, problem-solving, and other duties as assigned
  • Triage and accurately respond to incoming emails, faxes, and calls, ensuring appropriate routing of messages and notifications to the MMT team.
  • Assist in preparing the agenda for monthly provider meetings
  • Assist with meeting/conference registration, including travel arrangements when needed.
  • Arrange meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.).
  • Support the Executive Assistant and provide coverage in the EAs absence as needed
  • Participate in special projects as assigned and engage in other responsibilities that may be deemed appropriate in this role.
  • Participate in and facilitate organization events, as requested; serve as support, when necessary.
  • Assist with provider meetings, lead provider meetings, track attendance, prepare meeting minutes, send all the documents before and after the meetings

Provider Support

  • Schedule meetings for RMDs with providers
  • Coordinate provider meetings/commitments during clinic hours with the scheduling team
  • Create meeting reports/minutes as needed for all the meetings
  • Completing/preparing necessary provider forms for signature
  • Ordering and tracking of printed orders (business cards, stamps, etc)
  • Facilitates IT/HIT support for providers (SureScript, e-prescribing, e-Consult access, etc)
  • Track provider CME Allowance by tenure and update the provider as requested
  • Request Concur account from Finance
  • Monitor provider CME submissions and processing as well as remaining available balances
  • Send reminders for timely submission of CME and related expenses for reimbursement
  • Prepare necessary documentation of loan repayment program forms and obtain CMO (or appropriate RMD) signature
  • Complete ADP timecards for pay period submissions. Track incomplete or inconsistent ADP entries.

Provider Patient Grievance Response

  • Provide support for tracking incoming grievances and confirming that each is addressed in a timely manner
  • Retrieve and prepare supporting documents as needed
  • Receive and document detailed account of patient complaints, either phone or in person, to submit to MMT for review and action
  • Draft communication (cover letters, emails) for review and inclusion by MMT

Prescribing Provider – Prior Authorization/Assistance Program

  • Coordinate completion and timely submission of documents for patients eligible for prior authorizations/assistance programs for certain pharmaceuticals
  • Communicate with the patient as needed
  • Assist in resolving prescription errors/questions requiring either coordination with or follow up with the prescribing provider
  • Retrieve and prepare supporting documents as needed

Medical Admin Supplies and Services

  • scan and copy receipts
  • seek quotes and request invoice when necessary
  • track invoices and deliveries
  • inventory and track distribution as needed
  • retrieve supplies/equipment from departing providers as appropriate

Communication and Customer Service

  • Maintain discretion at all times pertaining to sensitive matters
  • Maintain respectful demeanor including verbal and physical at all times
  • Address any provider needs or requests with pleasant attitude and willingness to help
  • Resolution of provider issues with interdepartmental coordination leading to successful outcome

Time Management

  • All onboarding schedules must be completed by Friday of the provider’s start date.
  • Email schedules to the onboarding provider AND the training providers by Friday of the provider’s start date
  • If taking vacation/leave, complete ALL assigned tasks before leaving; no tasks shall be handed off without obtaining the supervisor’s approval
  • Complete all timecards/ADP tasks in timely fashion or complete them through date before taking time off/leave

Additional

  • Perform other duties as assigned.


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