Medical Office Coordinator

Somnia, Inc.•San Bernardino, CA

9d•Onsite

About The Position

The Medical Office Coordinator is to work with St. Bernardine Medical Center and Community Hospital. This role is a member of our administration team and works directly with the Regional Practice Administrator. The Medical Office Coordinator will partner with Somnia’s executive management team as well as local hospital leadership. Strong interpersonal, organizational and time management skills are a must.

Requirements

Strong organization skills with a problem-solving attitude.
Strong interpersonal & communication skills (both written and verbal).
Proficiency: Microsoft Word (Intermediate/Advanced), Outlook (Intermediate), Zoom (Intermediate), Excel (Intermediate/Advanced), PowerPoint (Intermediate/Advanced).
Availability: Standard work schedule with night and/or weekend as needed.
Must be able to travel reliably to and between St. Bernardine Medical Center and Community Hospital of San Bernardino.

Nice To Haves

Bachelor’s degree preferred or 2-5 years’ equivalent experience.
Follow-up initiatives are crucial.

Responsibilities

RCM work with the Regional Practice Administrator
Follow standard chart batching and scanning process according to Somnia’s billing partner’s policies and procedures.
Work with hospital, Somnia and the RCM department to scan directly to pertinent imaging system.
Submit 100% of charts within 3 business days
Thoroughly scrub charts for all the pertinent pieces of information including but not limited to:
DOS
Provider(s) names / signatures
Start / End times
Accurate and complete procedure / specificity
Diagnosis / specificity / ICD-10 compliant
SCIP measures (temp, beta blocker, sterile technique, etc even if just for internal audit)
Documentation of who completed any ancillary services (ie blocks, lines, etc)
Service Location (Hospital, ASC)
Sub-Location (ie: OR1, OB, Endo, etc)
Ensure VP of Patient Revenue has complete lists of service locations and sub locations
Legibility
Maintain 100% accurate case log
Information entered in the Admin Database within 3 business days of DOS and updated daily
Reconciliation within 1 week of email notice when discrepancies with billing case log when identified
Assist in ensuring the enrollment of new clinicians with payers prior to start date including but not limited to:
Follow up to ensure paperwork is sent to new clinician
Fully completed paperwork is returned and received
Send out Start Date Notification email no later than 45 days prior to starting. If a quicker start is needed, please notify Payer Enrollment and Clinician affairs as soon as possible
Send updated notification if start date changes
Do NOT schedule new clinician until payer enrollment documents are received by payers (point of contact to check status – Lashawn McCullough)
Review billing IR log daily. Keep IR list to less than 7% of monthly case volume.
Address pending items within 48 business hours.
to determine a site-specific process for following up on self-pay accounts.
Billing coding /compliance
Operations
Complete HIPAA Compliance Officer training
Implement new role after education received from Corporate Compliance Officer
Distribute annual and/or updated compliance and HIPAA materials to providers
Obtain and track acknowledgement forms
100% adherence to the compliance program is expected. Rates are monitored and calculated by compliance and will be shared with sites monthly.
Maintain all required information on the Intranet
FTE model – weekly
Clinician Contact list – reviewed monthly for accuracy
Upload presentations, education pieces, staff meeting minutes
Other materials as they are developed
Maintain all work on network drive
Migrate any locally saved work to intranet or network folder
Sign in to Chart Tracker daily
Clinician Support Tasks
Implement TLO for time keeping system
Submit payroll data on Friday of payroll week ensuring 100% accuracy
Capture and report on actual hours worked
Include locum hours when reporting total work hours for account review
Fully integrate QGenda scheduling system
Ensure all clinicians utilize it to full functionality
Ensure QGenda data is updated if changes are made after publishing schedule (i.e.: swapping shifts, vacation time, unpaid days off, sick calls, etc.)
Create and follow standard process for when a clinician leaves your group
Collect keys, badges, etc.
Send e-mail to the last day notification group indicating the last day the clinician provided services.
Follow MSO guidelines for termination of privileges.
Credentialing and Enrollment Support
Be point person for collecting and distributing provider information for initial and re-credentialing process
Review lists of expiring or expired credentialing items, obtain outstanding information and send them to Somnia credentialing and hospital medical staff office (when appropriate)
Support Joint Commission process and standards for all PD staff
Onboarding – lead onboarding process for assigned clinicians
Utilize, reference and refer people to on boarding spreadsheet for accurate and up to date clinician information
Send Start Date Notification email as described above
Somnia University
Complete modules as assigned
Participate in the development of content when requested
Monitor and follow up with clinicians to ensure they complete their assigned training
Quality Work with the Associate Vice President – Quality and Compliance
Hospital QA Department relationship: Provide support to ensure a positive and supportive working relationship with the hospital quality department to include periodic visits and emails to ensure that we are meeting the goals and expectations of the hospital.
Communicate any issues to Somnia’s Quality Department
Clinical Audits: Facilitate and support improvements in conducting periodic clinical practice audits and maintaining accurate records/reporting.
Clinically focused audits (6 per year)
Store audit results on server or intranet (if no PHI)
Facilitate evaluation and use of audit methods; ie: paper, smartphone, etc.
Formally Document on-going PI projects (not just on HAR spreadsheet)
Ensure TIMELY completion of F/OPPEs
Load on shared drive folder and provide copy to hospital MSO.
Ensure OB epidural tracking times are reported and either captured locally or sent to RCM
Patient Satisfaction: Facilitate and support improvements, especially with OB patient satisfaction, ie: patient education, tablet e-survey roll-out, etc.
Ensure competency with accessing and using the MTC web portal to access data, update practice info, produce reports, etc.
Outcomes Forms – ensure an Outcomes Form is completed in full for each case.
Incident Reporting: Facilitate and support improvements in reporting rates
Ensure an electronic incident report is completed for each adverse event at the end of the Outcomes Form for that case
Help identify reporting trends and address suspected under reporting
Facilitate timely chief reviews and processing within guidelines
QM database: Maintain complete, accurate, and timely database entries
Frequent database maintenance
Competent at pulling data and reports as needed for practice and Somnia
Be able to discuss trends in the types of incidents reported.
Facilitate entry of timely chief reviews in the database
Peri-op/OR data: If the site doesn’t already have readily available and accurate Peri-op/OR data on the traditional KPI metrics, facilitate and support a process to either implement a new electronic tracking process or one by hardcopy form
Support and facilitate the use of the data for F/OPPEs and Chief reviews.
Staff Awareness/Education: Support and facilitate the regular presentation and discussion of compliance and quality related data and issues during staff meetings, etc.
Post compliance/quality related data and materials at appropriate locations to for staff reminders and awareness of goals and performance.
Special Projects as assigned.