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"Success doesn't come to you…you go to it."
- Marva Collins
Company: Greenville Family Wellness Center, Greenville, IL
Job Title: Clinic Coordinator
Date Posted: 10/03/2012
Industry: Health

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Oversees and coordinates all of the following office practice functions:
•Schedule patients for office appointments using the electronic scheduling system.
•Verify all patient appointments two business days prior to visit.
•Keep waiting area in a neat and organized fashion.
•Request co-payments and account balances from patients at time of check-in.
•Taking messages for nurses, providers, and other staff members as needed and disseminate to appropriate party.  Coordinates tasking of questions and tracks follow-up and completion of tasks by other office personnel and providers.
•Maintain the organization of the patient’s chart within the electronic medical record system.
•Register patients when they arrive for appointments.  Makes a copy of each patient’s insurance card and photo ID for the patient’s chart (left side).
•Receive incoming mail and places mail on appropriate provider’s or staff member’s desk.  Sends outgoing mail.  Signs for all deliveries.
•Obtain authorization for all patients requiring a prior authorization for visits and medication as well as updating authorizations as they expire or run out.
•Complete FMLA or other patient documents and give to physician for further completion.
•Assist with contacting the patient’s insurance company to verify patient coverage and obtain information concerning extent of benefits.
•Post provider office charges and patient payments into practice management system.
•Provide administrative assistant support for providers and manager by typing letters, making copies, etc. as needed.
•Answer phones in a prompt and courteous manner and transfer calls as needed to appropriate staff member.
•Collect all test results and hospital reports from printer, scan into medical record and send electronically to ordering or on-call provider for review.
•Process requests for medical records in accordance to office and HIPAA policies.  Copy and mail properly requested records to requesting party and collect applicable co-pay fees.
•Post charges for practice on a daily basis.
•Verifying eligibility and benefits for all new patients and starting payment arrangements.
Functions within all policies, procedures, rules, and regulations applicable to the organization.
Participates with Director of Physician Practices and Medical Director in the development and implementation of long-range plans and budgets, including capital requests.
Assesses staffing needs and maintains master schedules.  Adjusts and forecasts staffing needs.  Assigns duties and approves overtime as necessary, ensuring good stewardship of clinic’s finances.
Receives and follows up on patient complaints.
Orders medical supplies when needed.
Oversees process for patients needing referrals to other providers and notifies patients who are released from the practice as needed. 
Holds office staff accountable to a patient centered culture and ensures that organizational goals and objectives are met.
Completes monthly visit log and Rural Health Clinic Hours log.
Meets as scheduled with other Clinic Managers and Director of Physician Practices, or as required by GRH.
Implements systems to procure and maintain adequate levels of supplies and other resources required for smooth functioning of the office.
Works closely with the billing office to resolve any claim or payment issues and to approve refunds and bad debt accounts.
Complete daily deposit for bank.

SUPERVISORY RESONSIBILITIES:   The Coordinator carries out training and supervision of other office staff and administrative assistants in accordance with the organizations’ policies and applicable laws.  Responsibilities include assisting with interviewing, hiring, and training staff members; planning, assigning, and directing work; appraising performance, rewarding and disciplining staff members; addressing complaints and resolving problems.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.
a.Education and/or Experience: High school diploma or general education degree (GED) required, A.A., B.A., or B.S. preferred.  One to three months related business office/medical office experience and/or training or equivalent combination of education and experience preferred.  Coding knowledge preferred.
b.General Skills: Ability to read and comprehend instructions.  Ability to write.  Ability to respond appropriately to inquiries or complaints.   Ability to add, subtract, multiply, and divide.  Ability to apply common sense and respond to instructions, written or oral.  Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to write reports, correspondence, and policies/procedures.
PHYSICAL DEMANDS: Able to see and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of the position can be fully met.  Be in good general health and demonstrate emotional stability. 
WORK ENVIRONMENT: While performing the duties of this job, the staff member is regularly exposed to and works inside a controlled indoors environment.  Is subject to frequent interruptions.  Is involved with patients, staff members, visitors, regulatory agency personnel, etc.  May be subject to hostile and emotionally upset patients, family members, staff members or others.  May be subject to exposure from infectious waste and disease, including, but not limited to HIV, Hepatitis B, and TB.
INTERPERSONAL SKILLS: Communicates effectively and appropriately.  Gets along and cooperates with co-workers and appropriately interacts with others.  Participates and functions as an effective member of the healthcare team.
CONFIDENTIALITY/PATIENT RIGHTS: Exchanges information concerning patients/customers/staff members and the organization with others only on a “need to know” basis.  Ensures all patients are given considerate, respectful care and privacy of any information, personal or medical that can identify a patient and and/or their medical information.
ATTENDENCE: Promptly arrives for the designated shift.  Follows all applicable policies regarding schedules, attendance and organization requirements.
SAFETY: Understands and uses safe practices at all times.  Reports all unsafe conditions immediately.  Assures all equipment functions properly before use.  Knows and adheres to all safety and fire prevention rules and regulations. Knows location and use of personal protective equipment, fire plan, MSDS, Disaster Plan, and Exposure Control Plan.
UNIVERSAL ACCOUNTABILITY: Provides excellent service to all customers including; patients, families, visitors, volunteers, physicians, and co-workers striving to exceed expectations.  Demonstrates courtesy, compassion, and respect.  Is thoroughly committed to the mission, vision, and heritage of Greenville Regional Hospital.

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