Office Coordinator- The Heart and Vascular Institute - Youngstown

Primary Function/General Purpose of Position

The Office Coordinator coordinates services of assigned practice, working both in back office/rooming patients responsibilities or Front Desk responsibilities based on the patient volume of the practice. Coordinates and monitors the work of all office staff and administrative functions. Monitors clinical and clerical staff compliance with regulatory requirements.

Essential Job Functions

Demonstrates and meets competencies and skills as outlined in the the departmental skills/competency checklist annually.

Plans, prioritizes, and coordinates the work of others. Maintains confidentiality of sensitive information. Monitor quality control standards. Identifies problems and recommends solutions and corrects errors. Communicates effectively verbally and in written form.

Maintains a current knowledge of all departmental policies, procedures, functions and electronic medical records in order to make appropriate decisions with guidance from practice management for all aspects of the department.

Works with providers to ensure Press Ganey Patient Experience scores are strong. Responsible for implementing processes at sites when experience scores are not meeting benchmarks.

Maintains, supports and communicates initiatives such as Patient Centered Medical Home, Patient Education Programs, Tel-Assurance, Meaningful Use.

Prepares patient and equipment for exams and procedures, apply/remove dressings, administers treatment under the direction/supervision of the physician. Maintains medical supply inventory, maintains physician’s call schedule, schedules all surgeries and procedures with the Operating Room if applicable. Provides phone triage for scheduling same day appointments.

Answers phones and directs calls to the appropriate party, collects co-payments and deductibles at time of service. Checks patients in, schedules new patients as well as return visits.

Responsible for daily posting of all charges, receipts, ensuring all encounter forms are accounted for, obtaining any missing charge information. Accurately posts Current Procedural Terminology (CPT) coding, pays attention to procedure modifiers, and appropriateness of diagnosis codes. Responsible for balancing receipts and deposits at close of day.

Verifies insurance coverage and obtaining authorizations, if necessary, from insurance carriers for procedures, test, therapy, etc. Notify physician/assistant when pre-cert problems occur

Pulls charts for scheduled patients, prepares charts by assuring all required reports, faxes, and notes are present, files charts back. Follow Health Insurance Portability and Accountability Act (HIPAA) guidelines for release of medical records. Thins charts per office schedule following chart retention regulations

Trains new employees working at site, and well as employees who need re-training.

Establishes and maintain an effective working relationship with clinical and clerical staff, physicians, administrative staff and patients.

This document is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the job. Employees may be required to perform other job-related duties as required by their supervisor, subject to reasonable accommodation.

Licensing/Certification

BLS Basic Life Support – American Heart Association (required)

Education

High School Diploma or GED (required)

Bachelor’s degree (preferred)

Work Experience

1-2 years of healthcare experience (preferred)

1-2 years of extensive customer service experience (preferred)

Experience in multiple areas of pre-access (scheduling, pre-registration, financial clearance) preferred.

Training

None

Language

None

Patient Population

Demonstrates the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit.

Neonates (0-4 weeks)

Infant (1-12 months)

Pediatrics (1-12 years)

Adolescents (13-17 years)

Adults (18-64 years)

Geriatrics (65 years and older)

Working Conditions

Periods of high stress and fluctuating workloads may occur.

May have periods of constant interruptions.

Physical Requirements

Physical Demands

Frequency 0% 1-33% 34-66% 67-100%

Lifting/ Carrying (0-50 lbs.) x

Lifting/ Carrying (50-100 lbs.) x

Push/ Pull (0-50 lbs.) x

Push/ Pull (50-100 lbs.) x

Stoop, Kneel x

Crawling x

Climbing x

Balance x

Bending x

Work Position

Frequency 0% 1-33% 34-66% 67-100%

Sitting x

Walking x

Standing x

Additional Physical Requirements/Hazards

Physical Requirements

Perform shift work

Hear alarms/telephone/audio recordings

Color Vision

Hazards

Use of Latex products

Skills

Active Listening

Critical Thinking

Verbal and Written Communication

Monitoring

Judgment and Decision Making

Operation Monitoring

Time Management

Customer Service

Problem solving

Medical Terminology

Office Machine Operation

Supervision

Coordination

Teamwork

Ability to train staff

As a Mercy Health associate, you're part of a Mission that matters. We support your well-being—personally and professionally. Our benefits are built to grow with you and meet your unique needs, every step of the way.

What we offer

Competitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)

Medical, dental, vision, prescription coverage, HSA/FSA options, life insurance, mental health resources and discounts

Paid time off, parental and FMLA leave, short- and long-term disability, backup care for children and elders

Tuition assistance, professional development and continuing education support

Benefits may vary based on the market and employment status.

All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you'd like to view a copy of the affirmative action plan or policy statement for Mercy Health – Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employers, please email recruitment@mercy.com . If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at recruitment@mercy.com