Practice Coordinator

Boice-Willis•Nashville, NC

About The Position

The Practice Coordinator works closely with the Practice Manager and providers on both clinical and administrative issues, including HR-related concerns. This role serves as a liaison and resource for providers regarding operational matters and assists in ensuring compliance with OSHA/Safety regulations. The coordinator is responsible for resolving claim denials, ensuring staff adherence to protocols, and contributing to performance appraisals. They also play a key role in staff training, supply management, and maintaining the accuracy of the discharge process. Additional duties include managing claims, conducting safety checks, rescheduling appointments, handling financial transactions related to patient balances, scheduling various patient appointments, faxing documents, managing reports, completing certifications, and performing appointment reminder calls. The role also involves patient communication, scheduling diagnostic tests, scanning documents, printing discharge letters, assisting with coding and insurance queries, and working with specific reports and systems like eCW, Aledade, and UNC Nurse Connect. The Practice Coordinator acts as a backup for clerical staff and supports the Practice Manager in meetings, invoice tracking, and marketing initiatives, while also participating in quality improvement activities.

Requirements

High school diploma or equivalent required.
Minimum of three years’ medical office experience.
Ability to maintain consistent workflow in a busy environment.
Ability to direct and delegate assignments to staff
Knowledge and/or experience of practice management and EMR systems.
Knowledge and/or experience with ICD-10 and CPT coding.
Working knowledge of insurance plans and coverage limitations.
Analytical skills to assess problems and independently determine appropriate response and action.
Advanced organization and time management skills.
Ability to communicate well, written and orally.
Strong customer service and patient engagement skills.

Nice To Haves

Associate Medical Office Degree preferred or equivalent education, training, experience.

Responsibilities

Works with Practice Manager and providers on clinical and administrative issues, including HR-related concerns.
Assists Practice Manager by serving as a liaison and resource for providers in regard to operational issues.
Works with Practice Manager to ensure the OSHA/Safety, Work-Site Hazards Worksheet is completed and maintained.
Resolves denials.
Responsible for ensuring staff accurately perform protocols and workflows.
Provides input to the Practice Manager, for performance appraisals (annual and probationary); need for coaching and/or counseling, and/or termination of the employment relationship.
Assists with staff training as delegated.
Ensure staff have enough supplies and orders supplies based on need to ensure cost containment.
Responsible for accuracy of the discharge dashboard/process.
Releases CCM claims.
Conducts monthly fire extinguisher checks & documents appropriately.
Reschedules urgent appointments for provider callouts.
Responsible for the copay deletions and sign for front-office staff and sign out of balances for front-office staff.
Schedules TCM/CDA/BP appointments from Care Coordinator Nurses.
Faxes papers for clinical support staff.
Works and/or assign AWV report.
Completes Home Health claims.
Sends letters to patients when unable to contact.
Documents conversations with staff and providers.
For new staff, prepares office space and works with IT for phone, etc.
Assists providers with coding and insurance questions.
Completes Home Health certifications.
Works denials from the Business Office.
Responsible for making appointment reminder calls.
Sends age out letters to pediatric patients (Medical Center location only).
Works with UNC Nurse Connect for pediatricians (Medical Center location only).
Addresses telephone and web encounters.
Schedules labs/x-rays for clinical support staff.
Scans urgent papers into chart.
Prints discharge letters for providers to sign.
Looks up DX codes for provider when claims show error and sent action.
Works with Aledade/Medicaid reports.
Assists with updating staff and training staff with new eCW changes.
Serves as a back-up for clerical staff (PCS, PSR, Referrals in emergency situations).
Assists Practice Manager in conducting monthly meetings with providers and staff to ensure each team member is aware of operations issues, new processes, opportunities, and Boice-Willis notices are communicated.
Assists Practice Manager in tracking invoices.
Participates in marketing and business development activities to promote awareness of practice services to the community.
Participates in quality improvement activities.