Med Office Coordinator - FT - Day - Urology Specialists NJ

Capital Health•Hopewell, NJ

5d•Onsite

About The Position

Works independently to assure prompt patient service both on telephone and at front desk. Oversees registration and checkout process and handling of electronic medical records to assure efficient flow of patients through office. Performs essential functions, as well as coordinates performance of staff as it relates to essential functions of this position, and all other office positions. Reviews issues promptly with providers, including routine issues, difficulties and unusual circumstances. Handles patient problems/complaints promptly; Refers difficult situations to Director/Manager. Answers telephones promptly and courteously, while handling multiple phone lines. Routes patient calls efficiently and appropriately to appropriate area/individual. Prepares for day, reviews eligibility and phone reports, and carries out tasks accordingly; prepares new patient charts and/or paperwork at patient presentation. Greets all patients and visitors in a professional and welcoming manner. Informs patient of privacy policies and procedures; Informs patients of delay’s in physician schedules, assists with patient comfort while delayed. Performs registration to ensure demographic and insurance information is accurate and complete. Complies with department procedures and regulatory guidelines for HIPAA, Advance Beneficiary Notice, Advance Directives, and Patients Rights as measured by Q/A and observation. Ensures all requirements and fields noted on check-in and check-out page are satisfied and complete. Collects co-payments and outstanding balances at check-in, and time of service balances and estimated balances at check-out according to policy. Obtains copies of insurance cards, driver's license, authorizations, and referrals and cans or enters into system. Refers patients to CBO staff regarding past due balances, questions and/or resolution. Reviews and complies with Patient Account Notes and Appointment Notes in system; Accepts accountability for all Work lists/Boxes on dashboard or elsewhere based on assignment. Confirms charges and approves claim creations in system at Check-Out; Validates and submits appropriate claims for real time adjudication. Works “Day End Review” report and designated Tier-based HOLD Claim Work lists on a daily basis. Schedules follow-up appointments, creates appointment ticklers in system, and works associated Work lists/boxes relative to both based on assignment. Completes referrals and pre-authorizations as required. Creates a Time of Service batch and links to a deposit batch daily; Reconciles, balances, and closes each batch/drawer at end of day. Turns over batches to designated resource daily. Performs clerical duties including, but not limited to processing mail, confirming appointments, sending out follow-up notices, and maintaining statistics. Performs other duties as assigned and may be assigned to other Capital Health Medical Group Practices as needed.

Requirements

High School or equivalent education.
Three years related experience in a medical office or hospital setting.
Intermediate knowledge of medical terminology, ICD-10 and CPT codes.
Excellent verbal and written communication skills.
Strong interpersonal and organizational skills.
Proficient with Microsoft office applications: Word, Outlook.
Ability to maintain confidentiality of patient and employee information.
Ability to work effectively with physicians.
Ability to work independently and as a member of a team.

Nice To Haves

Prior experience with electronic health record preferred.

Responsibilities

Assure prompt patient service on telephone and at front desk.
Oversee registration and checkout process and handling of electronic medical records.
Coordinate performance of staff related to essential office functions.
Review issues promptly with providers.
Handle patient problems/complaints promptly and refer difficult situations to Director/Manager.
Answer telephones promptly and courteously, handling multiple phone lines.
Route patient calls efficiently and appropriately.
Prepare for the day, review eligibility and phone reports.
Prepare new patient charts and/or paperwork.
Greet all patients and visitors professionally and welcomingly.
Inform patients of privacy policies and procedures.
Inform patients of delays in physician schedules and assist with patient comfort.
Perform registration to ensure demographic and insurance information is accurate and complete.
Comply with department procedures and regulatory guidelines for HIPAA, Advance Beneficiary Notice, Advance Directives, and Patients Rights.
Ensure all requirements and fields noted on check-in and check-out page are satisfied and complete.
Collect co-payments and outstanding balances at check-in, and time of service balances and estimated balances at check-out.
Obtain copies of insurance cards, driver's license, authorizations, and referrals.
Refer patients to CBO staff regarding past due balances, questions and/or resolution.
Review and comply with Patient Account Notes and Appointment Notes in system.
Accept accountability for all Work lists/Boxes on dashboard or elsewhere.
Confirm charges and approve claim creations in system at Check-Out.
Validate and submit appropriate claims for real time adjudication.
Work “Day End Review” report and designated Tier-based HOLD Claim Work lists on a daily basis.
Schedule follow-up appointments, create appointment ticklers in system, and work associated Work lists/boxes.
Complete referrals and pre-authorizations as required.
Create a Time of Service batch and link to a deposit batch daily.
Reconcile, balance, and close each batch/drawer at end of day.
Turn over batches to designated resource daily.
Perform clerical duties including processing mail, confirming appointments, sending out follow-up notices, and maintaining statistics.
Perform other duties as assigned.
May be assigned to other Capital Health Medical Group Practices as needed.