Office Coordinator - In Motion Physical Therapy - Town Center

Bon Secours Mercy Health • Virginia Beach, VA

1d

About The Position

The Office Coordinator coordinates services and administrative functions for the assigned practice and works in a Medical Assistant or Front Desk role for a designated portion of their time, based on practice volume. The position coordinates and monitors office staff, supports clinical and clerical compliance with regulatory requirements, and maintains knowledge of departmental policies, procedures, functions, and the electronic medical record system to make appropriate decisions with guidance from the APM.

The coordinator supports patient experience initiatives and practice programs, performs or assists with clinical and front-desk tasks, manages patient scheduling and phone calls, and handles charge posting, payments, deposits, insurance verification, authorizations, and medical records. The role also trains staff and builds effective working relationships with patients, providers, and office personnel.

Requirements

• High school diploma or GED.
• Current BLS Basic Life Support certification from the American Heart Association.
• Ability to maintain confidentiality of sensitive information.
• Effective verbal and written communication skills.

Nice To Haves

• Bachelor’s degree.
• 1–2 years of healthcare experience.
• 1–2 years of extensive customer service experience.
• Experience in multiple areas of pre-access, such as scheduling, pre-registration, and financial clearance.

Responsibilities

• Plan, prioritize, and coordinate the work of office staff and administrative functions.
• Monitor quality-control standards and clinical and clerical staff compliance with regulatory requirements; identify problems, recommend solutions, and correct errors.
• Maintain knowledge of departmental policies, procedures, functions, and the EMR, and make appropriate decisions with guidance from the APM.
• Work with providers to support strong Press Ganey Patient Experience scores and implement processes when scores are below benchmarks.
• Maintain, support, and communicate initiatives including PCMH, EMMI, Tel-Assurance, and Meaningful Use.
• Prepare patients and equipment for examinations and procedures; apply or remove dressings and administer treatment under physician direction or supervision.
• Maintain medical supply inventory and the physician’s call schedule; schedule surgeries and procedures with the OR when applicable.
• Provide phone triage for scheduling same-day appointments; answer and direct calls.
• Collect co-payments and deductibles, check patients in, and schedule new and return patients.
• Post charges and receipts daily, account for encounter forms, obtain missing charge information, accurately post CPT and ICD-9 codes, and attend to procedure modifiers and diagnosis-code appropriateness.
• Balance receipts and deposits at the end of the day.
• Verify insurance coverage and obtain authorizations for procedures, tests, therapy, and other services as needed; notify the physician or assistant of pre-certification problems.
• Pull and prepare charts for scheduled patients, ensure required reports, faxes, and notes are present, return and file charts, follow HIPAA requirements for medical-record release, and thin charts according to office schedules and retention regulations.
• Train new employees at the site and provide retraining when needed.
• Establish and maintain effective working relationships with clinical and clerical staff, physicians, administrative staff, and patients.
• Demonstrate and meet departmental competencies and skills as outlined in the annual skills and competency checklist.
• Perform other job-related duties as required by the supervisor, subject to reasonable accommodation.

Benefits

• Competitive pay, incentives, and referral bonuses.
• 403(b) with employer contributions, when eligible.
• Medical, dental, vision, and prescription coverage.
• HSA/FSA options and life insurance.
• Mental health resources and discounts.
• Paid time off, parental and FMLA leave, short- and long-term disability, and backup care for children and elders.
• Tuition assistance, professional development, and continuing education support.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED