Office Coordinator- The Heart and Vascular Institute - Youngstown

Mercy Health • Youngstown, OH

1d

About The Position

The Office Coordinator coordinates services for an assigned practice, performing back-office and patient-rooming duties or front-desk responsibilities according to patient volume. The role coordinates and monitors office staff and administrative functions and monitors clinical and clerical staff compliance with regulatory requirements.

The coordinator plans and prioritizes work, maintains confidential information, monitors quality standards, identifies and corrects problems, and communicates effectively. The role maintains current knowledge of departmental policies, procedures, functions, and electronic medical records, and works with providers to support patient experience scores and implement improvement processes. The coordinator also supports initiatives including Patient Centered Medical Home, Patient Education Programs, Tel-Assurance, and Meaningful Use.

Duties span clinical and administrative support, including preparing patients and equipment for exams and procedures, administering treatment under physician direction, maintaining supplies and schedules, and providing phone triage for same-day appointments. Front-office and revenue-cycle work includes answering calls, collecting payments, checking in and scheduling patients, posting charges and receipts, balancing deposits, verifying insurance, obtaining authorizations, and addressing pre-certification issues. The coordinator prepares and maintains patient charts in accordance with HIPAA and chart-retention requirements and trains new or retraining staff. The position serves patients ranging from neonates through geriatrics. Other job-related duties may be assigned.

Requirements

• High school diploma or GED.
• American Heart Association Basic Life Support (BLS) certification.
• Demonstrated competencies and skills in accordance with the departmental skills and competency checklist.

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

• Coordinate practice services and staff work, handling back-office, patient-rooming, or front-desk duties based on patient volume.
• Monitor clinical and clerical staff compliance with regulatory requirements and departmental quality-control standards.
• Plan, prioritize, and coordinate work; identify problems, recommend solutions, and correct errors.
• Maintain confidentiality and current knowledge of departmental policies, procedures, functions, and electronic medical records.
• Work with providers to support strong Press Ganey Patient Experience scores and implement processes when scores do not meet benchmarks.
• Maintain, support, and communicate initiatives such as Patient Centered Medical Home, Patient Education Programs, Tel-Assurance, and Meaningful Use.
• Prepare patients and equipment for exams and procedures; apply or remove dressings and administer treatment under physician direction or supervision.
• Maintain medical supply inventory and the physician call schedule; schedule surgeries and procedures with the Operating Room when applicable.
• Provide phone triage for scheduling same-day appointments.
• Answer and direct phone calls, collect co-payments and deductibles, check patients in, and schedule new and return visits.
• Post charges and receipts daily, account for encounter forms, obtain missing charge information, apply CPT codes and modifiers appropriately, and balance receipts and deposits at close of day.
• Verify insurance coverage and obtain authorizations for procedures, tests, therapy, and other services; notify the physician or assistant of pre-certification problems.
• Pull and prepare charts for scheduled patients, ensure required reports, faxes, and notes are present, file charts, release records according to HIPAA guidelines, and thin charts according to retention regulations.
• Train new employees at the site and retrain employees as needed.
• Maintain effective working relationships with clinical and clerical staff, physicians, administrative staff, and patients.
• Demonstrate the knowledge and skills needed to provide age-appropriate care to patients served by the assigned unit.

Benefits

• Competitive pay, incentives, referral bonuses, and a 403(b) with employer contributions when eligible.
• Medical, dental, vision, and prescription coverage; HSA/FSA options; 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: Mid Level
• Education Level: High school or GED