Multi Clinical Coordinator Brain Inst. (Full Time, Days)

Nicklaus Children's Hospital•Miami, FL

About The Position

The Multi Clinical Coordinator provides patient and physician flow coordination and clerical support for Brain Institute clinics and administrative areas. The coordinator serves as a resource for clinic-related questions, testing, scheduling, authorizations, and issues; responds to questions and concerns from patients, families, and physicians; and manages communications and documentation between medical practices and ancillary services. Before clinics, the coordinator schedules and confirms appointments and testing, enters patient and insurance information in the scheduling system, obtains authorizations, gathers appointment and admission information, and coordinates pre-visit forms, prescriptions, referrals, and physician approvals. The role also supports other departments and clinics as needed, arranges support groups, and orders supplies. During clinics, the coordinator registers patients, activates accounts, manages patient and physician flow, confirms visits, and addresses service concerns. After clinics, the coordinator coordinates care across specialties, updates records, communicates clinic consensus, arranges follow-up appointments and testing, prepares correspondence, coordinates consensus meetings or support groups, and archives information. The role participates in Lean process-improvement initiatives focused on care quality, cost effectiveness, family experience, and service recovery. The coordinator also maintains required compliance, training, timekeeping, and service standards.

Requirements

At least 4 years of administrative support and medical office coordination experience.
Proficiency in Microsoft Office, including PowerPoint and Excel.
Bilingual in English and Spanish.
Excellent communication, customer service, and telephone etiquette.
Excellent time management and ability to meet deadlines.
Ability to adapt and react calmly under stressful conditions.
Ability to prioritize and handle multiple concurrent tasks, solve problems, pay attention to detail, and work in a team environment.

Nice To Haves

High school education or equivalent.
Knowledge of HIPAA requirements and patient information.
Experience with Electronic Health Systems (EHS).
Medical insurance and billing experience.
Ability to learn new software applications.

Responsibilities

Coordinate clinic schedules, confirm appointments and required testing, and notify stakeholders of practice schedules for insurance verification.
Enter patient demographics and insurance information into the EHS scheduling and appointment system using established criteria and clinic appointment slots.
Obtain testing and visit authorizations, collect appointment and admission information, distribute relevant medical data, and follow up on clinical indications after medical review.
Before clinic admission, send parent questionnaires, request prescriptions and referrals, follow up on physician approval, and store information in EHS.
Obtain authorizations for EEG, EP, NCV, EMG, and polysomnogram tests.
Provide coverage and assistance to the department, other clinics, and staff when needed or requested by leaders.
Arrange support groups for clinics, including rare chromosomal disorder groups, and partner with the team to encourage parental involvement.
Order supplies through Lawson for Neuroscience specialties.
Register patients on clinic days, activate accounts, manage physician and patient flow, verify that patients are seen by an MD, confirm other MD appointments and visits, and follow up on visits.
Maximize patient flow to meet service standards and provide service recovery when applicable.
Coordinate with specialties in advance to ensure patients see all required providers on clinic days, and keep teams informed of schedule changes.
Coordinate patient discharge, enter and update EHS information, transmit clinic consensus to physicians and other treating consultants, and arrange follow-up appointments and testing.
Prepare accommodation letters, school letters, and documentation for physical and occupational therapy.
Arrange end-of-clinic consensus meetings and support groups with appropriate disciplines, and archive data for future long-term-care retrieval.
Participate in Lean initiatives and use Lean methodology to improve processes, care delivery, family experience, and service recovery.
Complete required licensures, certifications, competencies, health requirements, and education requirements on time.
Follow timekeeping and attendance policies and communication standards, and meet or exceed targeted service scores.