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

Nicklaus Children's•Miami, FL

About The Position

Performs patient and physician flow coordination and clerical support for clinics and administrative areas. Serves as a resource for clinic-related questions and issues involving testing, scheduling, authorizations, and other services. Addresses questions and concerns from patients, families, and physicians, and coordinates communications and documentation between medical practices and ancillary services. Before clinic, coordinates schedules, confirms appointments and required testing, notifies stakeholders so insurance can be verified, enters patient and insurance information into the scheduling system, obtains test and visit authorizations, and gathers information needed for appointments or admissions. Distributes relevant medical data, follows up on clinical indications after medical review, sends parent questionnaires, requests prescriptions and referrals, and follows up on physician approval. Also obtains authorizations for tests such as EEG, EP, NCV, EMG, and polysomnograms. During clinic, registers patients, activates accounts, coordinates physician and patient flow, confirms that patients are seen by physicians, follows up on visits, and works to maximize patient flow and service standards. Provides service recovery when applicable to support patient and family satisfaction. After clinic, coordinates with specialties so patients can see all required providers, communicates schedule changes, coordinates discharge, updates information in EHS, transmits clinic consensus to physicians and consultants, and arranges follow-up appointments and testing. Prepares accommodation letters, school letters, and physical and occupational therapy documentation, and archives data for future retrieval and long-term care. The role also arranges support groups and consensus meetings, orders supplies for Neuroscience specialties, and provides coverage or assistance to departments, clinics, and staff when requested by leaders. Participates in Lean initiatives and continuous improvement efforts focused on care quality, cost effectiveness, measurable outcomes, family experience, and service recovery. Maintains required compliance, health, education, timekeeping, attendance, and communication standards.

Requirements

Four years of experience in administrative support and coordination in a medical office.
Proficiency in Microsoft Office, including PowerPoint and Excel.
Bilingual in English and Spanish.
Ability to learn new software applications.
Excellent communication, customer service, and telephone etiquette skills.
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 successfully.
Strong problem-solving skills and attention to detail.
Ability to work in a team environment.

Nice To Haves

High school education or equivalent preferred.
Knowledge of HIPAA requirements and patient information preferred.
Electronic Health Systems (EHS) experience preferred.
Medical insurance and billing experience preferred.

Responsibilities

Coordinate clinic schedules and confirm appointments and required testing.
Notify stakeholders of practice schedules for insurance verification.
Enter patient demographics and insurance information into EHS scheduling and appointment systems.
Obtain test and visit authorizations and collect information required for appointments and admissions.
Distribute relevant medical data and follow up on clinical indications after medical review.
Send parent questionnaires and request prescriptions and referrals before clinic admission.
Follow up on physician approval for clinic visits and store related information in EHS.
Obtain authorizations for EEG, EP, NCV, EMG, and polysomnogram testing.
Provide coverage and assistance to departments, other clinics, and staff when requested by leaders.
Arrange support groups for clinics and coordinate parental involvement with the team.
Order supplies through Lawson for Neuroscience specialties.
Register patients on clinic days, activate accounts, coordinate patient and physician flow, and confirm appointments and visits.
Follow up on physician visits and maximize patient flow to meet service standards.
Provide service recovery when applicable to support patient and family satisfaction.
Coordinate with specialties so patients can see all required providers on clinic days.
Keep teams informed of schedule changes and coordinate patient discharge after clinic.
Enter and update information in EHS and transmit clinic consensus to physicians and other treating consultants.
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, including food or speakers if needed.
Archive data for future retrieval and long-term care.
Participate in Lean initiatives and continuous improvement of processes, care quality, cost effectiveness, family experience, and service recovery.
Maintain timely completion of licensures, certifications, competencies, health requirements, and education requirements.
Meet timekeeping and attendance expectations and comply with communication standards and service targets.