Patient Care Coordinator

CP Rochester, Happiness House and Rochester Rehabi • Canandaigua, NY

12d • Onsite

About The Position

The Patient Care Coordinator provides various supports to ensure the smooth and compliant operation of clinic services. This is a Part Time/12 Month position working 15 hours per week on Wednesdays and Thursdays from 8:00 am to 4:00 pm. Evening work may be required as job duties demand. The role imparts the agency philosophy of 'Equal Opportunity, Independence and Realization of Individual Potential' to children, families, program staff and community resources. The position requires maintaining the confidentiality of information relating to individuals and their families in accordance with agency policy. Responsibilities include answering telephones, taking messages, and referring calls to the appropriate person. Effective communication with staff, service providers, individuals, caregivers, family members, and the community is essential. The role involves completing assigned copying, scanning, mailings, and faxing within and outside of the Electronic Health Record System. A key responsibility is maintaining Clinic Consumer Charts, which includes entering information into the Electronic Health Record system efficiently and in a timely manner, understanding the system, and ensuring electronic filing for proper organization. This includes scanning/filing all clinic documentation, preparing new charts, routinely purging charts, auditing charts of consumers being discharged, and deactivating charts within the Electronic Health Record System. The Patient Care Coordinator is responsible for the management of Annual Scripts, 2-way Release Authorization documentation, and obtaining appropriate consumer/guardian signatures. For Happiness House specifically, this role completes Clinic Medicaid eligibility for E-paces accurately and in a timely manner between the 16th and 30th of each month and maintains a list of all Medicaid verification lists. Collaboration with the Clinic Supervisor is required to query NGS Connex to verify Medicare Eligibility. Ensuring that 90-day Medicaid re-certifications are completed in a timely manner, including maintenance of a 90-day tracking spreadsheet, accurate cover sheets, and MD signature verification, is also a duty. The role handles Intake Paperwork Processing, fielding intake-related documentation questions, preparing and sending intake packets, obtaining initial scripts for service, and ensuring all intake information is completed in a timely manner. Preparing all psychiatric charts from intake and including necessary electronic record data entry is required. For Happiness House, this role prepares documentation for the Medical Director's review and assists with obligations such as scheduling employee physicals and patient annual medical assessments. Ensuring accuracy in monthly billing and preparing for submission to appropriate insurance companies is a key function, which may include charge entry for Article 16 & Article 28 Clinical services. Reviewing remittances and posting payments from insurance companies to appropriate claims, generating monthly patient statements, and processing their payments are also part of the role. Investigating claim denials and re-submitting for processing is required. Performing insurance verifications for clients in the Article 16 and Article 28 Clinics is also a responsibility. The position assists with any additional tasks as needed and receives guidance from the Clinic Billing Supervisor. Achieving program goals by performing additional duties at the discretion of the Clinic Supervisor and Director is expected. Participation in Clinic/Finance Department meetings is required. The role also involves participating in conferences, workshops, and in-service training as needed or recommended to enhance job skills and personal growth and development. Adherence to agency's policies and procedures as well as department guidelines and maintaining a professional demeanor are essential. Providing primary coverage for the front desk, as needed at any of the clinic locations, and participating in agency committees as asked or as needed are also duties. Maintaining current schedules for all therapists and other providers in the Electronic Health Record System, updating schedule templates as needed, and working within scheduling modules appropriately are required. The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. There is no supervisory responsibility for this role.

Requirements

• High School Diploma or GED.
• Knowledge of and proficient use of computers, office equipment, phone systems and electronic health records.
• Ability to comply with professional standards of conduct, including pleasant speaking voice and courteous manner.
• Ability to meet the demands of the position.
• Client focus
• Ability to accept responsibility.
• Communication Proficiency
• Time Management and Organizational skills
• Collaboration Skills
• Personal Effectiveness/Credibility
• Flexibility
• Ethical conduct
• Problem Solving/Analysis.
• Business Acumen

Nice To Haves

• Previous experience, education and/or training preferred to include knowledge of and proficient use of computers, office equipment, phone systems and electronic health records.

Responsibilities

• Imparts agency philosophy of 'Equal Opportunity, Independence and Realization of Individual Potential' to children, families, program staff and community resources.
• Maintains confidentiality of information relating to individuals and their families in accordance with agency policy.
• Answers telephones, takes messages and refers calls to the appropriate person.
• Communicates effectively with staff, service providers, individuals, caregivers, family members, and the community.
• Completes assigned copying, scanning, mailings, and faxing within and outside of the Electronic Health Record System.
• Enters information into Electronic Health Record system efficiently and in a timely manner.
• Understands the system and ensures electronic filing to ensure proper organization of electronic records.
• Scans/Files all clinic documentation in a timely and efficient manner ensuring compliance with regulatory requirements, prepares new charts for consumers being admitted, routinely purges charts, and audits charts of consumers being discharged.
• Deactivates charts within Electronic Health Record System when discharged entirely and purges paper charts as needed.
• Responsible for management of Annual Scripts, 2-way Release Authorization documentation, and obtaining appropriate consumer/guardian signatures.
• Completes Clinic Medicaid eligibility for E-paces accurately and in a timely manner between the 16th and 30th of each month and maintains a list of all Medicaid verification lists in chronological order.
• Collaborates with Clinic Supervisor to ensure to query NGS Connex to verify Medicare Eligibility.
• Ensures that 90-day Medicaid re-certifications are completed in a timely manner including maintenance of a 90-day tracking spreadsheet, accurate cover sheets, and MD signature verification through approved electronic or paper methods.
• Gives feedback to supervisor or Director as to efficacy.
• Responsible for Intake Paperwork Processing, fielding intake-related documentation questions, preparing and sending intake packets to potential individuals, obtaining initial scripts for service and ensuring that all intake information is completed in a timely manner.
• Prepares all psychiatric charts from intake and including any necessary electronic record data entry to charts.
• Prepares documentation for the Medical Director's review and assist the Medical Director with obligations including but not limited to scheduling employee physicals and patient annual medical assessments.
• Ensures accuracy in the monthly billing and prepares for submission to appropriate insurance companies in a timely and accurate manner.
• Reviews remittances and post payments from insurance companies to appropriate claims.
• Generates monthly patient statements and processes their payments.
• Investigates claim denials and re-submits for processing in accordance with applicable regulations and insurance company requirements.
• Performs insurance verifications for clients in the Article 16 and Article 28 Clinics.
• Assists with any additional tasks as needed.
• Achieves program goals by performing additional duties at the discretion of the Clinic Supervisor and Director.
• Participates in Clinic/Finance Department meetings.
• Participates in conferences, workshops and in-service training as needed or recommended to enhance job skills and personal growth and development.
• Adheres to agency's policies and procedures as well as department guidelines.
• Maintains professional demeanor.
• Provides primary coverage for front desk, as needed at any of the clinic locations.
• Participates in agency committees as asked or as needed.
• Maintains current schedules for all therapists and other providers in the Electronic Health Record System.
• Update Schedule templates as needed and work within scheduling modules appropriately.

Benefits

• The listed base pay range is a good faith representation of current potential base pay for successful applicants. It may be modified in the future. Pay is determined by factors including experience, relevant qualifications, internal equity, and location.

What This Job Offers

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