Clinic Support Coordinator

Rogers Memorial Hospital•Silver Lake, WI

About The Position

The Clinic Support Coordinator performs receptionist, clerical, medical-record, supply, and billing responsibilities in support of clinic operations. The role coordinates patient information, maintains confidentiality and accuracy of patient files, and coordinates billing functions with central offices. It also supports communication among patients, families, visitors, health care providers, and staff; participates in hospital and department activities; and helps maintain regulatory compliance and performance improvement processes. The position requires timely, accurate work, professional customer service, sound organization, and appropriate discretion. The coordinator uses computers, standard office software, and an electronic medical record system to prepare documents, maintain records, and complete billing and administrative duties. The role may involve exposure to patients exhibiting aggressive behavior and work both inside and outside the building. Physical activities include walking, sitting, pushing, pulling, grasping, bending, twisting, and kneeling.

Requirements

Must be at least 18 years old.
High school diploma required.
Proficiency with electronic health record software required.
Valid driver's license required, with driving record approval by Rogers Memorial Hospital's insurance carrier.
Basic knowledge of equipment used to perform clerical duties.
American Heart Association Provider CPR certification required within 30 days of hire, with annual recertification.
Formal training in crisis prevention and intervention required within 60 days of hire, with annual recertification.
Ability to read and communicate through written, verbal, and auditory skills.
Numerical ability to maintain records and operate a computer.
Tact, logical thinking, and discretion to interact effectively with employees and professional staff and to make decisions related to policies, procedures, and standards.
Ability to perform the job duties as verified by a post-employment physical examination by a licensed physician.
Comply with Hospital policies and procedures, including Human Resources, Infection Control, and Employee Health policies and programs.

Nice To Haves

Graduation from a two-year medical billing/coding program is strongly preferred.
Cerner electronic health record experience is preferred.
Previous experience working in a psychiatric setting is preferred.

Responsibilities

Perform departmental clerical and receptionist functions accurately and on time, including answering and directing calls, greeting and screening visitors, handling messages, making appointments, copying and filing documents, and sorting and distributing mail.
Maintain filing systems and ensure forms and resources are readily available.
Perform departmental billing functions, produce accurate claims, prepare deposit documentation, balance accounts receivable, reconcile deposits, prepare bills, post insurance payment denials, log payments, and assist with monthly statements.
Maintain medical records, review active files for filing needs and new orders, and file laboratory and diagnostic reports accurately and promptly.
Maintain unit supplies, enter charges for patient-specific supplies and treatments, distribute supplies prudently, anticipate supply needs, and place weekly food orders.
Facilitate communication and provide information to patients, families, visitors, and health care providers; report relevant information to managers, providers, or departments and respond appropriately to requests.
Prioritize and organize workload, take appropriate action, and respond to codes and crisis situations under clinical staff direction as needed.
Assist patients at arrival and departure under clinical staff direction.
Participate in hospital committees, meetings, team projects, department activities, and performance-improvement work; contribute constructively and share committee results as appropriate.
Promote intra-department communication, patient care, safety, teamwork, and a positive customer-service environment.
Attend department meetings, contribute to problem resolution, take minutes when needed, facilitate accurate information exchange, and help implement system changes and improve communication processes.
Identify problems and potential problem areas and work cooperatively with other departments to resolve system issues.
Attend mandatory in-services and participate in fire drills, evacuations, and emergency codes when circumstances require.
Prepare documents and meeting minutes for the manager and department staff using computers and software, including standard office platforms and electronic medical records systems.
Support department goals and the Hospital mission, communicate goals to staff, and demonstrate measurable goal achievement.
Maintain department policies and procedures, including applicable external-agency requirements; communicate functional backlogs, educate new staff as directed, and support the training of student interns as directed.
Understand and apply Joint Commission and other regulatory requirements relevant to the Intensive Outpatient Program and Partial Hospitalization Program; participate in related education and share information with other disciplines.
Participate in the Hospital performance-improvement program, apply its model to department activities, and contribute to teams and improvement plans.
Conduct oneself professionally, respond to inquiries and complete tasks promptly, communicate positively, seek calm and solution-focused resolution of peer issues, and communicate concerns with proposed solutions.
Attend outside seminars to support professional growth and comply with Hospital policies and procedures, including Human Resources, Infection Control, and Employee Health requirements.
Wear appropriate professional attire and project a professional image.
Perform other duties as directed by the day treatment manager.