Coordinator, Clinic Office - Dallas

DALLAS LIGHTHOUSE FOR THE BLIND•Farmers Branch, TX

8d•Onsite

About The Position

The Clinic Office Coordinator is responsible for the clinic flow and the daily non-clinical operations of the Envision Vision Rehabilitation Clinic environment. The Clinic Office Coordinator works under the direction of the Director of Rehabilitation Services to coordinate patient flow within the clinic, supports billing, training, and engagement activities, and functions as a liaison for the clinic staff and the Director, while ensuring and maintaining compliance with QuadA, HIPAA, CMS, grant funding requirements, and other regulatory guidelines and regulations.

Requirements

Minimum of 3-5 years in medical office setting required
Experience with Electronic Medical Records (EMR) or optometric practice management system preferred
Working knowledge of HIPAA confidentiality and privacy policies required
Ability to communicate effectively and professionally with clinicians, patients, patient’s family members, clinic staff, administration, insurance payers, referring physician offices and the general public
Strong customer service skills and experience
Ability to multi-task or switch tasks and quickly reprioritize tasks in a fast pace clinic environment
Knowledge of maintaining supplies and equipment for the medical setting
Skilled in medical database and electronic medical records for Medicare reporting and third party billing
Excellent organizational skills and attention to detail; position requires prioritizing tasks and working independently

Nice To Haves

Associates or Bachelors degree in Business Administration, Health Care Administration or related field preferred. Experience accepted in lieu of education.
Experience in an ophthalmology/optometrist’s office preferred
Experience working with disability populations helpful
Knowledge of CompuLink Advantage a plus
Experience with writing technical documents preferred (such as grants, procedures, etc.)
Experience with insurance billing, invoices, and account balancing preferred
Experience with process improvement/quality improvement activities preferred
Retail experience and or working with a point of sale system a plus
Bilingual English/Spanish preferred
Proficient in Microsoft Suite (Word, Excel, Teams, SharePoint, PowerPoint, and Outlook)
Knowledge and experience with insurance and billing a plus
Knowledge of regulations related to Medicare, Medicaid and private insurance a plus
Credentialing experience preferred with working knowledge of Medicare, Medicaid MCO’s, and various commercial plans including CAQH.

Responsibilities

Ensures efficient and effective daily clinic flow & non-clinical operations which includes but is not limited to taking patient phone calls & triaging needs, low vision product support, patient scheduling, checking patients in and out, verifying insurance, ensuring adequate and required patient documentation is in place prior to appointments, making reminder calls and sending reminders through the mail
Ensures timely processing of patient referrals and authorizations, and appropriate tracking of said referrals
Creates and updates patients’ electronic medical records
Facilitates calls for medical information from doctors’ offices
Promotes excellent customer service throughout clinic and all levels of staff while maintaining a professional workplace
Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent reoccurrences
Supports the Director by pulling necessary reports from various electronic systems to be utilized in business decisions, grant reporting, huddles, etc.
Understands and agrees to fulfill position-specific role and duties assigned within the clinic emergency management plan
Assists patients and customers with questions related to store inventory
Rings out sales
Prepares supplies for future patient appointments
Supports the Director with management of supplies and ordering, performing annual inventory, and pulling necessary reports from various electronic systems to be utilized in business decisions, grant reporting, huddles, etc.
Supports the Director to ensure appropriate revenue cycle management by performing tasks that may include, but are not limited to by performing calls to insurance companies for required authorizations / verifications, entering charges into practice management software, taking payments, following up on denied claims, print and mail monthly patient statements
Maintains total complete confidentiality of medical, financial, and proprietary data and information
Maintains medical records room, including retrieving old records and scanning into electronic medical record for returning patients’ upcoming appointments
Ensures organization of both hard copy files and electronic files for clinic materials such as policies, procedures, forms, licenses, etc.
Supports the Director in provider credentialing and enrollment, as requested
Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent reoccurrences
Assists the Director in identifying, developing, implementing and maintaining clinic procedures, policies and process improvements
Coordinates logistics for internal and external tours
Attends team meetings and performs all team and organizational trainings in a timely manner
Assists with special projects, as assigned
Personifies and promotes Envision’s core values of integrity, curiosity, passion, initiative, teamwork, and excellence
Supports the Director in employee development and engagement activities
Finds ways to support the greater organization by volunteering for events, joining committees, etc.
Perform other duties as assigned