Office Coordinator

Saint Peters Healthcare System•New Brunswick, NJ

13d•$23 - $37

About The Position

The Office Coordinator supports Radiology Administration by coordinating office operations and procedures to promote efficiency, quality, and consistent workflow. The role develops and revises office-flow policies and procedures, evaluates production, and seeks ways to improve efficiency and cost-effectiveness. It organizes and assigns staff duties, orients and trains employees, monitors non-clinical personnel performance, prepares time sheets, schedules time off, arranges coverage, prepares division vouchers, and safeguards patient files and protected information. The coordinator manages office and patient administration, including appointment and physician meeting schedules, correspondence and transcription, phones, mail, faxes, email, patient registration and checkout, follow-up and referral appointments, records, billing, bookkeeping, and patient complaints. The role liaises with patient service departments, maintains supply inventories and records, troubleshoots equipment issues, reports unusual occurrences, and provides general administrative support, including preparing correspondence, reports, records, and division statistics. The position participates in Quality Assurance activities and implements changes arising from QA or recognized recommendations. It serves as a superuser for computer applications and assists and trains employees, physicians, and nursing staff in system use and troubleshooting. Additional duties include reviewing billing processes and creating patient-account procedures; maintaining a system and statistics for NJ State Perform Care; working with the Business Office on reconciliation of charges and payments across For Keeps accounts; reviewing therapeutic hold summaries for correction, finalization, and faxing to Athena; maintaining therapeutic-hold statistics; and maintaining proficiency in the Handle With Care behavior management system. The coordinator is expected to project a professional image and demonstrate tact, courtesy, respect, empathy, and enthusiasm when interacting with patients and personnel.

Requirements

3–5 years of experience in a physician office setting, in a lead role.
Strong MS Office Suite skills.
Excellent verbal communication skills.
Ability to maintain tact and diplomacy.
High attention to detail and ability to multitask.

Responsibilities

Coordinate office operations and procedures to ensure efficiency and quality.
Develop and implement office-flow policies and procedures; revise procedures and evaluate production to maintain smooth, efficient, cost-effective workflow.
Organize and assign employee duties relating to time and attendance, billing, transcription and typing, medical records, scheduling, phones, physician assistance, housekeeping, maintenance, bookkeeping, correspondence, registration, and payments.
Orient and train employees and collaborate on developing training materials.
Monitor non-clinical practice personnel to ensure assigned duties are completed promptly and consistently with hospital standards of accuracy and patient care.
Prepare and maintain time sheets; schedule employee time off according to hospital policy and current needs; arrange coverage for absent employees as appropriate.
Prepare division vouchers for approval.
Protect patient files and protected patient information.
Maintain inventories of supplies and troubleshoot equipment issues; report faulty or missing equipment.
Manage patient appointments and physician meeting schedules.
Transcribe letters and manage correspondence; answer phones and collect, open, prepare, and distribute incoming and outgoing mail, faxes, and email.
Check out departing patients and arrange follow-up appointments, tests, procedures, and referrals as necessary.
Handle patient complaints and follow up with billing and registration departments to support patient satisfaction.
Serve as a liaison to patient service departments, including cardiology, radiology, inpatient units, and the laboratory.
Report necessary information and unusual occurrences in accordance with documented policy and procedure.
Participate in Quality Assurance activities and implement changes based on QA or nationally recognized recommendations.
Serve as a superuser for computer applications and assist or train employees, physicians, and nursing staff in system use and troubleshooting.
Provide general administrative support; prepare correspondence and reports with attention to grammar, spelling, accuracy, and professional layout; file and maintain departmental records; assist with division statistics.
Review billing processes and create center policies and procedures related to patient accounts.
Develop and maintain a system for NJ State Perform Care and track and maintain statistics.
Work with the Business Office to create a system for reconciling charges and payments across For Keeps accounts.
Review therapeutic hold summaries with staff, make corrections for finalization and faxing to Athena, and maintain related statistics.
Demonstrate and maintain proficiency in the Handle With Care behavior management system.
Maintain professional conduct and use constructive criticism and group or individual discussions to improve performance and address departmental issues.