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Medical Coordinator
4 weeks ago
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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