Pt Access Services Coordinator - Wilmot Office
Coordinates day-to-day activities and responsibilities of assigned support staff. Provides leadership by example and ensures effectiveness in assigned work team. Greets, assists and schedules patients and visitors. Manages paper flow and business procedures for the medical office or revenue cycle area.
Ensures that staff understands and follow established office and TMC policies and procedures; oversees and assists in training of new staff.
Communicates and supports the office and hospital’s mission, vision and values.
Assists in interviews, hiring, and dismissal of employees, in counsel with the Practice Manager or Revenue Cycle Manager.
Assists in the assessment of performance and provides coaching as necessary to maintain satisfactory performance and work productivity.
Makes recommendations to the Practice Manager or Revenue Cycle Manager regarding appropriate staffing levels.
Ensures that phones are turned on/off according to posted hours of operations; ensures that physician schedules are correct and charts are abstracted/scanned/available in a timely manner.
Ensures and oversees that employees do not run in to overtime, helps to enforce staff to leave on time.
Communicates to practice manager on a weekly basis of huddle discussions and any issues that may arise. At times, if office is struggling reports on a more frequent basis and may set up an action plan.
Handles patient complaints initially and then reports issues to Practice Manager or Revenue Cycle. If a complaint is expressed and person wants to deal directly with practice manager, then the Practice Manager’s direct phone number is provided
Assists in verification of hours worked and appropriate Paid Time Off used by staff to prepare accurate records for payroll processing.
Ensures and assists that staff is trained on computer applications to their job description and that ongoing training is accomplished.
Oversees collection of monies due and preparation and accuracy of bank deposits.
Runs deficiency reports and corrects deficiencies when applicable.
Assists with the development of office operating budget; reviews expenses and budget-to-actual variances with the Practice Manager or Revenue Cycle Manager.
Ensures that office and medical supply inventory is adequate; may place orders for supplies.
Ensures that front and back office equipment is maintained in proper working condition; initiates and follows-up on request for service when necessary.
Monitors relevant safety and infection control programs in compliance with hospital policies. Assures communication, training, documentation, labeling and procedural requirements are met.
Performs other related duties as assigned.
EDUCATION: High School diploma or General Education Degree (GED). Vocational education as a medical secretary or medical administrative assistant.
EXPERIENCE: Three (3) years of office management experience preferably in a medical office setting.
LICENSURE OR CERTIFICATION: Preferred: Medical Secretary, Medical Administrative Assistant, or similar training certificate.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of appropriate customer service interaction skills as it relates to greeting and assisting by phone or in person.
Knowledge of hospital wide and/or department specific computer software and technology.
Skill in presenting a professional demeanor when assisting patients, even when they may be at their worst.
Skill in providing leadership to other medical office staff.
Skill in multi-tasking and setting priorities so the most critical are performed first.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to complete routine reports and correspondence.
Ability to listen and accurately interpret others’ communication or instructions to take appropriate action.
Ability to speak effectively before groups of customers or employees of the organization.
Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions; ability to deal with problems involving a few concrete variables in standardized situations.