Patient Services Coordinator

1 week ago

Portage, Michigan, United States Cosmetic Physician Partners Full time

Cosmetic Physician Partners is a leading provider of medical aesthetic services across the United States. Our commitment is to deliver outstanding leadership, comprehensive support services, and a distinctive brand experience aimed at achieving exceptional results. Our ultimate goal is to enhance the quality of life for our clients and team members alike.

We are currently seeking a Patient Services Coordinator to assist our partner in their dedication to providing patients with a holistic plastic surgery experience that prioritizes their overall health.

Reports to: Practice Manager

Job Summary: This role encompasses a variety of daily administrative and office tasks, including document management, communication handling, and data entry. The individual will manage incoming calls with professionalism and greet patients warmly.

Primary Job Responsibilities:

  1. Greet patients, clients, and visitors, ascertain the purpose of their visit, and guide them to the appropriate personnel or departments.
  2. Answer incoming calls promptly and professionally, directing them as necessary, and offering voicemail or paging options when required.
  3. Inform staff to meet visitors and direct them to designated waiting areas.
  4. Act as a referral specialist by overseeing all incoming referrals via phone or fax, ensuring the collection of necessary medical records from referring offices.
  5. Confirm referral approvals with the physician and schedule appointments accordingly.
  6. Respond to inquiries from potential patients regarding services, procedures, and promotional events.
  7. Regularly check the designated email account and distribute messages to relevant staff members.
  8. Monitor incoming leads in the CRM system and respond to all inquiries in a timely manner.
  9. Address messages from the answering service promptly at the start of the day and after lunch.
  10. Gather Auto & Workers Comp information for new patients.
  11. Print and distribute the daily patient schedule to healthcare providers.
  12. Scan documents into the EMR system as per patient records.
  13. Input patient demographic information into the Practice Management system daily.
  14. Review daily charts and prepare any missing Superbills.
  15. Facilitate patient flow and communicate any delays to patients and clinical staff.
  16. Adhere to all clinic policies regarding safety and security, maintaining confidentiality of access codes and passwords.
  17. Screen solicitors courteously for relevance to organizational needs.
  18. Verify lab pickups.
  19. Process payments in the office and over the phone for patient balances.
  20. Record cash payments accurately.
  21. Conduct weekly inventory checks for products as per protocol.
  22. Explain financial obligations to patients or responsible parties and collect copays as necessary.
  23. Maintain cleanliness and organization of the reception and waiting areas, as well as office files.
  24. Monitor office supply inventory, place orders, and oversee office equipment maintenance.
  25. Provide backup support for the Front Desk-Check Out position during clinic hours and PTO.
  26. Perform additional duties as assigned by the physician or Practice Manager.
Education: High school diploma or equivalent.

Experience: Minimum of one year in a reception role within a medical office environment.

Education/Certification/Licensing Requirements:
  • Completion of a course in Medical Terminology is preferred.
Additional Requirements:
  • Willingness to work evenings and/or weekends as needed.
  • Willingness to participate in continuing education courses as requested by the employer.
Performance Requirements:
Knowledge:
  1. Familiarity with medical terminology and organizational services.
  2. Understanding of staff roles to accurately direct calls.
  3. Knowledge of administrative processes, claims processing, and patient chart preparation.
  4. Basic math skills and knowledge of modern office procedures.
  5. Experience with EMR & Practice Management systems.
Skills:
  1. Proficiency in using a multi-line phone system, including call transfers and paging.
  2. Ability to demonstrate diplomacy and tact while managing multiple tasks and scheduling.
  3. Competence in word processing software.
  4. Typing speed of at least 45 WPM and proficiency with a 10-key calculator.
  5. Good hearing to effectively communicate with patients and answer calls.
  6. Clear verbal communication skills to ensure understanding by callers and patients.
Abilities:
  1. Capability to work effectively under pressure with minimal supervision.
  2. Skill in eliciting necessary information to route calls appropriately.
  3. Aptitude for calming and addressing concerns of irate callers and patients.
  4. Competence in using Microsoft Office and relevant practice management software.
Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, and telephones.

Work Environment: Brightly lit medical office or reception area with potential exposure to communicable diseases and other clinic-related conditions. The work environment may be fast-paced and stressful due to high call volumes.

Mental/Physical Requirements: Must possess the physical and mental capabilities to perform tasks typically associated with a Receptionist, which involves sitting for approximately 90% of the day, with occasional standing, walking, reaching, and lifting. Periodic stress may arise from managing numerous calls and addressing patient requests.

Cosmetic Physician Partners, LLC is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

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