Provider Coordinator

Allina Health System•Lakeville, MN

2d•Hybrid

About The Position

Allina Health is a not-for-profit health system that cares for individuals, families and communities throughout Minnesota and western Wisconsin. If you value putting patients first, consider a career at Allina Health. Our mission is to provide exceptional care as we prevent illness, restore health and provide comfort to all who entrust us with their care. This includes you and your loved ones. We are committed to providing whole person care, investing in your well-being, and enriching your career. This is a 1.0 FTE position (80 hours per two-week pay period) with 8-hour day shifts and no weekends. It is a hybrid position, primarily located in Lakeville, with the expectation to float to Eden Prairie and Abbott Northwestern Hospital as needed based on operational needs.

Requirements

Must be 18 years of age with education and/or experience needed to meet required functional competencies as listed on the job description
High school diploma or GED
Post secondary education in medical field
2 to 5 years experience in a medical office including administrative support, scheduling, customer service, working knowledge of Microsoft Suite and electronic medical records

Nice To Haves

Experience coordinating provider schedules, clinic templates, and daily operations for physicians and Advanced Practice Clinicians (APCs).
Proficient in managing Outlook calendars, including scheduling appointments, coordinating provider availability, and maintaining accurate calendar updates.
Experience using Qventus to review, coordinate, and manage surgical cases, including monitoring case tabs, case progression, and scheduling workflows.
Ability to coordinate surgical case scheduling and assign APC coverage while ensuring schedule accuracy across multiple platforms.
Experience coordinating combined surgical cases with other specialty teams, facilitating communication between departments, aligning provider schedules, and ensuring case readiness for multidisciplinary procedures.
Comfortable managing and supporting remote phone systems and serving as a communication resource for providers, staff, and patients.
Strong organizational skills and can effectively manage competing priorities in a fast-paced healthcare environment.
Excellent written and verbal communication skills, with the ability to collaborate across multiple departments, specialty teams, and locations.
Experience maintaining provider call schedules, communicating schedule changes, and ensuring information is updated across all applicable systems.
Demonstrates initiative, problem-solving abilities, and the capacity to work independently while providing exceptional support to providers, clinical teams, and operational partners.

Responsibilities

Maintains systems essential to the daily operations supporting patient care.
Schedules and coordinates a variety of appointments, procedures and tests, maintains and communicates department and provider schedules and provides excellent department support to promote efficient, effective clinical operations and provide exceptional patient experience.
Schedules and/or reschedules patient appointments, procedures, diagnostic tests, surgeries, hospital admissions and other related appointments between multiple providers.
May enter all scheduling documentation in the electronic medical record.
Verifies insurance and obtains prior authorizations as needed, may register patients.
May manage the patient outcome tool, including preparation and distribution.
May create, delete and modify schedule versions and calendars to reflect changes in provider schedules.
Arranges interpreter services for patients as needed.
May provide department reception, patient check-in.
Provides telephone coverage, routing messages accordingly.
May track insurance verification using multiple systems.
May maintain lobby area.
May ensure that patient documentation is complete and is responsible for an insurance or referral work queue.
Organizes and maintains department records, manuals and patient education materials.
Participates in completion of patient data reporting requirements and compliance with regulatory standards.
May create and maintain all training materials for new and current employees.
May assist physicians with reimbursements/expense reports, physician credentialing, charge capture and medical records.
Analyzes patient records to determine if outside documents are needed.
Reviews patient consent forms and ensures they are updated with the patient.
Contacts document source, obtains records, scans and indexes into the electronic medical record.
Other duties as assigned.