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Front Office Coordinator
1 month ago
General Summary
The Front Office Coordinator assists the Office Manager/Operations department in the daily running of the clinic. They are responsible for communicating changes in processes or policy to staff along with notifying their office manager or operations counterpart of any challenges or issues, including resolution of low-level issues or questions which fall in their knowledge-base. They also manage payroll processes, tasking, patient issues, etc.
Principal Duties and Responsibilities
1. Completes/edits employee timesheets and notifies Payroll of completion.
2. Manages office tasking report for records requested by CBO.
3. Manages the clinic schedule and ensures coverage for the clinic’s front office.
4. Approves PTO for staff and ensures coverage for the front office.
5. Conducts financial counseling for patients with high deductibles or no insurance.
6. Orders supplies through the purchasing system for the clinical staff.
7. Assist CBO with patient billing issues.
8. Responsible for training new Front Office staff.
9. Performs the duties of Front Office, acting as a mentor and role model for others.
10. Provides excellent customer service and trains others in doing so.
11. Works to ensure compliance is maintained including required training, worker’s
compensation paperwork, OSHA, etc. Follows all OSHA and other safety guidelines.
12. Assists office manager/operations manager as needed.
13. May participate in the marketing of the clinic.
14. Oversees and participates in counseling and performance reviews for employees.
15. May act as a liaison between the office/physicians and the home office. This includes sharing information on policies and processes, making management aware of issues, with the clinic or staff in a timely manner.
16. Registers all new patients at time of check-in and enters data in computer system.
17. Ensures all established patients have updated and accurate demographic information.
18. Updates and maintains computer system with all patient information changes.
19. Request’s co-pay and coinsurance from patients at time of arrival.
20. Provide support for all in-coming calls to the clinic.
21. Communicates the arrival of patients to the clinical area.
22. Successfully completes the pre-certification process prior to the patient arrival.
23. Prepares charts/paperwork for next day’s patients.
24. Supports the check-out process of the clinic. Calculates and totals charge amount; collects co-pays and deductibles, informs patient of the charge for services.
25. Supports the scheduling process of the clinic.
26. Clinic staff who have physician panels that support multiple locations may be required to travel as needed to serve the patients at those locations.
27. Ensures all required licensure/certification remain active/current at all times.
28. Completes pre-authorizations for patients as needed.
29. Completes education requirements timely as set by the Company.
30. At all times protects the confidentiality of protected health information (PHI) of patients per HIPAA regulations; including does not review his/her own record, or records of employees or co-workers without a “need to know”.
31. Actively demonstrates teamwork at all times.
32. Adheres to company safety standards at all times.
33. Attends work in accordance with the attendance management policy.
34. Follows all other policies and procedures such that there are no verbal or written warnings during the evaluation period.
35. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
Essential Knowledge, Skills and Abilities
1. High school diploma or equivalent.
2. At least three years of clinical experience in a front office role with increasing responsibilities.
3. Fluently speak, read, and write English.
4. Understanding of OSHA requirements in a clinical setting
5. Understanding of HIPAA requirements.
6. Excellent verbal and written communication skills.
7. Ability to meet physical demands of the job which include, but are not limited to: standing, bending, pushing, pulling, lifting, transporting supplies or equipment, walking for extended periods of time, and occasionally lifting and carrying items which may weigh up to 50 pounds.
8. Is present at work during the scheduled hours and days of the job to work directly with patients, physicians and team members, in accordance with the Company’s Attendance policy.
9. Vision and hearing must be within or correctable to within normal range.
We are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
We do not require COVID vaccination, but do encourage it.
