Outpatient Office Coordinator
4 days ago
PREREQUISITES:
1. Associates degree in Business or other related field required
2. Minimum 3 years of experience in an outpatient clinical office setting within the past 5 years. Imaging office preferred.
1. Electronic Health Record experience is required. EPIC experience preferred.
2. Have an attendance record that sets a good example.
3. Strong computer skills and ability to learn new computer programs.
4. Basic understanding of fiscal/budget management including productivity management.
5. Analytical and problem-solving skills.
6. Willingness to embrace and seize opportunities provided by change.
7. Ability to work on weekends and evenings when necessary for support of clinic operations.
QUALIFICATIONS:
1. Experience with business technology systems such as MS Office, computerized work order ticketing, electronic procurement, time management systems, etc.
2. Demonstrates ability to act independently.
3. Demonstrates effective interpersonal skills and a can do attitude.
4. Experience with phone triage.
5. Excellent written and oral communication skills.
6. Proven ability to set priorities, produce accurate work, and meet deadlines.
7. Ability to discuss needed improvement in work performance.
PERFORMANCE RESPONSIBILITIES:
A. Essential Responsibilities and Competencies:
1. Ensure appropriate office staffing daily.
2. Support, train, and mentor staff so they can achieve their highest potential.
3. Coordinate staff education and training and maintain staff education records.
4. Oversight of front office staff, while being connected and a resource to all employees of team including the radiologists.
5. Assist the managers of the clinic with the development and implementation of policies and procedures.
6. Supports company marketing efforts to include office visits and related problem solving, supporting marketing material development and edits, collaborates with and partners with the Community Outreach Coordinator to address opportunities in the market to showcase Imaging Services and grow referrals and referent satisfaction with company.
7. Responsible for staff evaluation, development, motivation, and problem solving.
8. Use decision-making abilities and prior experience to lead, support, and assist office staff daily.
9. Coordinate training and orientation of new staff
10. Independently conduct employee correction activities up to a written warning consistent with organization practices.
11. Provides oversight and models behavior to achieve high patient satisfaction, clinician satisfaction, and personnel satisfaction with clinic operations and patient care.
12. Works in a supportive and collaborative manner with the technical personnel to coordinate patient workflow, and quality control activities associated with order entry and appropriate scheduling.
13. Collaborates with the Marketing team to ensure service metrics are achieved and opportunities for improved processes are identified and implemented.
14. Participate in marketing activities in the field as needed. This is for meet and greet functions not routine marketing duties.
15. Oversee that staff is in compliance with policies and procedures, including assisting in: interviews, orientation, and performance appraisals, initiate and be present during disciplinary actions as needed,
16. Performs staff scheduling for all shifts and arranges coverage for vacation, and sick.
17. Monitor workload and assign low-volume work or low census per guidelines.
18. Provides front desk and scheduling coverage as needed.
19. Assist staff in maintaining any educational records.
20. Monitor supplies cost and usage and report to the managers as necessary.
21. Assists in department QA/QC activities.
22. Maintain department procedure manuals.
23. Prepare monthly department operations reports.
24. Maintain efficient workflow and staff dynamics.
25. Provide input on operating/capital budgets.
26. Help facilitate department staff meetings as required.
27. Identifies and helps develop workflow and information technology improvements to improve department operations.
28. Participate and direct others in the utilization and support of the PACS systems.
29. Maintain effective communications between the Imaging Departments and other departments within the hospital as well as with practitioners, and radiologists.
30. Attend in-service and continuing education updates and maintain skills to provide professional support to the staff.
31. Maintain current knowledge of office technology, procedures, and practices.
32. Contribute to the success of the organization by keeping current on new developments and by performing duties as needed or assigned.
33. Other duties as assigned. Office Coordinator is integral part of the Imaging Leadership team across all service lines and sites
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