Clinical Operations Coordinator

3 weeks ago

Minnetonka, Minnesota, United States Rogers Behavioral Health Full time

The Clinical Operations Coordinator at Rogers Behavioral Health plays a vital role in ensuring the smooth operation of our clinics. This position is responsible for performing a variety of tasks, including receptionist and billing duties, patient information coordination, and maintaining confidentiality of patient files.


Key Responsibilities:
  • Perform departmental clerical and receptionist functions in a timely and accurate manner.
  • Communicate messages to others in a clear and concise manner.
  • Answer telephones in a courteous and professional manner.
  • Greet and screen visitors, and assist in meeting requests for information.
  • Prepare and type general messages for the department.
  • Make appointments for the unit.
  • File documents in the unit manuals and resource areas.
  • Copy documents for unit staff.
  • Sort and distribute mail.
  • Maintain the filing system and ensure that needed forms are readily available.
  • Perform departmental billing functions in a timely and accurate manner.
  • Prepare complete and accurate claims.
  • Prepare professional, all-inclusive fee bills for submission to Accounts Payable.
  • Prepare vendor bills for submission to providers.
  • Post payment denials of insurance Explanation of Benefits into the billing system.
  • Type and log hospital and physician payments into Excel spreadsheet.
  • Assist with producing and mailing monthly statements.
  • Maintain medical records in a functional, detailed, and accurate manner.
  • Review all active medical records for filing needs, correct placement of forms, and new orders to be transcribed.
  • File laboratory and other diagnostic reports in an accurate and timely manner.
  • Maintain appropriate supplies for the unit and enter charges for patient-specific supplies and treatments.
  • Sign out and distribute supplies in a fiscally prudent manner.
  • Anticipate and arrange for department supplies to avoid interruptions in patient care or complaints from caregivers.
  • Place weekly food orders.
  • Facilitate communication and assist in providing information to patients, families, visitors, and health care providers.
  • Report relevant information to the manager, appropriate health care provider or department.
  • Prioritize tasks and demonstrate ability to organize workload.
  • Respond to requests from physicians, patients, families, visitors, and health care providers. Take appropriate action.
  • Respond to codes and crisis situations as needed, under the direction of clinical staff.
  • Assist with patients at arrival and departure times under the direction of clinical staff.
  • Participate in Hospital committees, meetings, and team projects.
  • Demonstrate punctuality and preparedness.
  • Actively participate in discussions; be prepared to discuss agenda topics.
  • Contribute in a positive, solution-focused manner.
  • Share results of committee work at unit meetings and/or in other venues.
  • Facilitate intra-department communication and oversee patient care and safety.
  • Promote a team environment by example and by participating in workload completion, when necessary.
  • Interact with employees, physicians, and the public in a sensitive, positive manner.
  • Understand and use the Human Resources policies and procedures manual.
  • Serve as a positive customer-service role model by greeting all that approach for assistance.
  • Attend department meetings, participate in communication, contribute to problem resolution, and take minutes, when needed.
  • Facilitate accurate exchange of information.
  • Help with system and other changes in a timely fashion.
  • Contribute to refining systems for direct feedback to unit staff, communication book, interdisciplinary report, memos, and memo boards.
  • Identify problems and/or potential problem areas and work cooperatively with other departments to resolve system problems.
  • Attend and participate in Hospital activities.
  • Demonstrate responsibility and initiative by attending all mandatory in-services.
  • Participate in fire drills, evacuations, and emergency codes when circumstances exist.
  • Perform duties as directed by the day treatment manager.
  • Use computers and software to complete job responsibilities requiring written documents.
  • Know and use standard office software platforms and electronic medical records system.
  • Assist the manager and department staff by preparing documents and minutes.

Education/Training Requirements:
  • Eighteen (18) years of age, or older.
  • High school diploma required.
  • Graduate of a two-year medical billing/coding program is strongly preferred.
  • Proficiency with electronic health record software is required; Cerner is preferred.
  • Previous experience working in a psychiatric setting is preferred.

Valid Florida drivers license:
will be required to have driving record approved by Rogers Memorial Hospitals insurance carrier.
Basic knowledge of equipment utilized to perform clerical duties.
American Heart Association Provider CPR certification is required within thirty (30) days of hire. Annual re-certification is required.
Formal training in crisis prevention and intervention is required within sixty (60) days of date of hire. Annual re-certification is required.

Pay Transparency Requirements:

Compensation for Clinical Operations Coordinator is $16.42/hr to $23.64/hr and placement in the range will vary based on years of experience and education.

With a career at Rogers, you can look forward to a Total Rewards package of benefits, including:
Health, dental, and vision insurance coverage for you and your family
401(k) retirement plan
Employee share program
Life/disability insurance
Flex spending accounts
Tuition reimbursement
Health and wellness program
Employee assistance program (EAP)
Through UnitedHealthcare, UMR and HealthSCOPE Benefits creates and publishes the Machine-Readable Files on behalf of Rogers Behavioral Health. To link to the Machine-Readable Files, please visit Transparency in Coverage )

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