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Clinical Administrative Assistant
2 months ago
Healthcare Front Office Coordinator
Associated Urological Specialists LLC
OVERVIEW:
The Healthcare Front Office Coordinator plays a crucial role in managing essential administrative tasks such as responding to phone inquiries, welcoming patients and visitors, and efficiently scheduling appointments. This position is vital in facilitating the patient intake and checkout process, which includes patient registration, check-in and check-out procedures, collecting co-payments, and managing any outstanding patient balances. The Coordinator must adhere to established protocols, ensuring that all processes, from retrieving accurate patient files to documenting insurance details, are meticulously followed, allowing the medical team to focus on patient care. Collaboration with back-office staff is also an essential aspect of this role.
ACCOUNTABILITIES/NATURE AND SCOPE:
The Healthcare Front Office Coordinator will be responsible for the following duties (but are not limited to): 1. Welcoming and greeting all patients and visitors, whether in person or via phone. 2.
Handling phone calls with a courteous and professional demeanor, utilizing proper telephone etiquette:
a.
Practicing active listening to fully understand the caller's concerns, minimizing interruptions, and being mindful of non-verbal cues.
Exhibiting excellent phone manners by answering promptly, speaking clearly, and seeking permission before placing a caller on hold.
Maintaining confidentiality by being discreet with information shared over the phone, ensuring privacy.
Key Considerations:
Always express gratitude to the caller for their call. Avoid hanging up first. When taking messages, ensure they are detailed and clear. Remain calm and courteous, even in challenging interactions.
3. Maintaining a clean and organized reception area. 4. Registering new patients and updating existing patient information by collecting comprehensive personal and financial details (e.g., co-payments and insurance cards). 5. Collecting outstanding patient balances. 6. Scanning and processing incoming documents. 7. Generating daily batch reports. 8.Facilitating patient flow by informing medical staff of patient arrivals, monitoring delays, and communicating effectively with both patients and clinical personnel.
9. Responding to inquiries from patients, prospective patients, and visitors in a professional manner. 10. Ensuring adequate stock of medical office supplies by anticipating needs, placing orders, and overseeing office equipment. 11.Safeguarding patient confidentiality by ensuring that protected health information (PHI) is secured and not left exposed, and logging off computers when unattended.
12. Ensuring a smooth transition of responsibilities upon task completion. 13. Adhering to established attendance standards and punctuality for scheduled shifts. 14. Acknowledging and respecting the organization's commitment to cultural diversity through appropriate behavior and communication. 15. Demonstrating effective use of time and resources consistently. 16. Complying with HR and corporate policies and procedures. 17. Ensuring accuracy and completeness of medical records for all patients. 18. Upholding compliance with healthcare regulations, medical laws, and ethical standards. 19.Regularly supporting compliance and accreditation initiatives as assigned, including adherence to OSHA, HIPAA, and CMS guidelines.
20.Performing other related duties as assigned.EDUCATION & CERTIFICATION:
A minimum of a High School Diploma or General Education (GED) is required. Graduation from a vocational or technical school is preferred. Proficiency should be gained through on-the-job training and orientation. Certification in Front Office Administration is preferred.
QUALIFICATIONS, SKILLS AND ABILITIES:
The Front Office Coordinator should possess a minimum of 1-3 years of experience in a medical office environment, preferably within the urology specialty. Strong customer service skills are essential. Excellent verbal and written communication abilities are required. Proficient interpersonal skills are necessary. Strong computer skills are needed to manage clerical tasks, including familiarity with office and EMR systems. Basic knowledge of health insurance products (HMO, PPO, HSA, Commercial, Medicare, etc.) is advantageous. Understanding of CPT procedure coding and ICD-10 diagnostic coding is a plus.
COMPUTER SKILLS:
To excel in this role, an individual should be knowledgeable in: Internet Software; Word Processing Software (Microsoft Word); Electronic Mail Software (Microsoft Outlook); Electronic Health Records (EMR Software); Practice Management Software (AllScripts).
