Senior Medical Office Coordinator

Project Renewal•New York, NY

2d•$55,000•Onsite

About The Position

Project Renewal’s Healthcare Department is seeking a team-oriented, customer-focused, and strong multi-tasker for the Senior Medical Office Coordinator position. Reporting to the Assistant Administrator of Clinic Operations, this role works closely with clinical team members, program staff, and facility personnel to ensure that essential administrative and operational functions of the clinic are carried out efficiently and effectively.Responsibilities include: Front-desk support: Greet current and prospective patients and visitors, and ensuring all incoming inquiries are either addressed or directed to appropriate resources, in a prompt and courteous manner Manage all aspects of the clinic’s provider appointment scheduling within the electronic health record (EHR) system, including scheduling, rescheduling and cancellation of onsite and tele-health appointments. Ensure that maximum utilization of each provider’s schedule and schedule blocks (i.e. meetings, PTO) are entered and updated accordingly Ensure clinic team is promptly informed of changes to clinic’s appointment schedules related to cancellations, early arrival and delays Facilitate the registration process (i.e. check-in, check-out) for new and established patients by accurately verifying and entering demographic and insurance information into the EHR, ensuring all required documents are completed, and collecting any additional data mandated by federal, state, or contract agencies. Facilitates visit check out (i.e., scheduling follow-up, and specialty appointments). Process patient insurance information and conduct eligibility using ePACES and other payors or non-payor-based portals. Distribute OMNY cards as needed. Maintains OMNY card distribution log and reconciliation daily. Scan all required documents into the EHR. Review incoming mail and correspondence and process in accordance with policies and procedures Ensure patient information and confidentiality is protected in accordance with HIPAA guidelines and regulations. Coordination of Care:In collaboration with clinic team members: Coordinate with the outreach specialist to facilitate linkage to care for clients across Project Renewal. Liaise with the healthcare department staff (e.g. Nurse Care Managers), other PRI programs and contracted partners (e.g. shelter-based case management and social service teams), to schedule new / returning patients for services as requested. Facilitate access to health insurance by referring uninsured / under-insured patients to Enrollment Specialists. Clinical facility: Conduct environment of care rounds to ensure all clinic areas are clean and comply with regulatory standards. Ensure patient materials and all signage are visible, in good condition and up to date. Collaborate with clinic team members, track inventory of office and clinical supplies, and submit supply orders in a timely manner Assess office equipment routinely, reporting issues and requests to appropriate resources (such as, but not limited to: IT department, facilities management, department leadership and contracted vendors) Complete additional duties / tasks as assigned by the supervisor

Requirements

High school diploma or graduation equivalency degree (GED)
Minimum two (2) year work experience in a medical office setting.
Basic competency in Microsoft Office (Word, Excel, Teams)
Excellent telephone etiquette, verbal, and written communication skills
Strong time management, multi-tasking, organization, scheduling skills
Strong internal and external customer service / relationship management skills
Experience with the eClinical Works (eCW) or electronic health record system

Nice To Haves

Associate degree
Knowledge of clinical terminology
Knowledge of Federally Qualified Health Center operations
Bilingual; fluent in Spanish a plus

Responsibilities

Greet current and prospective patients and visitors, and ensuring all incoming inquiries are either addressed or directed to appropriate resources, in a prompt and courteous manner
Manage all aspects of the clinic’s provider appointment scheduling within the electronic health record (EHR) system, including scheduling, rescheduling and cancellation of onsite and tele-health appointments.
Ensure that maximum utilization of each provider’s schedule and schedule blocks (i.e. meetings, PTO) are entered and updated accordingly
Ensure clinic team is promptly informed of changes to clinic’s appointment schedules related to cancellations, early arrival and delays
Facilitate the registration process (i.e. check-in, check-out) for new and established patients by accurately verifying and entering demographic and insurance information into the EHR, ensuring all required documents are completed, and collecting any additional data mandated by federal, state, or contract agencies.
Facilitates visit check out (i.e., scheduling follow-up, and specialty appointments).
Process patient insurance information and conduct eligibility using ePACES and other payors or non-payor-based portals.
Distribute OMNY cards as needed.
Maintains OMNY card distribution log and reconciliation daily.
Scan all required documents into the EHR.
Review incoming mail and correspondence and process in accordance with policies and procedures
Ensure patient information and confidentiality is protected in accordance with HIPAA guidelines and regulations.
Coordinate with the outreach specialist to facilitate linkage to care for clients across Project Renewal.
Liaise with the healthcare department staff (e.g. Nurse Care Managers), other PRI programs and contracted partners (e.g. shelter-based case management and social service teams), to schedule new / returning patients for services as requested.
Facilitate access to health insurance by referring uninsured / under-insured patients to Enrollment Specialists.
Conduct environment of care rounds to ensure all clinic areas are clean and comply with regulatory standards.
Ensure patient materials and all signage are visible, in good condition and up to date.
Collaborate with clinic team members, track inventory of office and clinical supplies, and submit supply orders in a timely manner
Assess office equipment routinely, reporting issues and requests to appropriate resources (such as, but not limited to: IT department, facilities management, department leadership and contracted vendors)
Complete additional duties / tasks as assigned by the supervisor