Administrative Coordinator - 5538

Administrative Coordinator

Position Highlights

Department: Urgent Care Middletown

Hours: 40.00 per week

Shift: Shift 1

Work Schedule:

Weekend Requirement: Insert Every Other Weekend or Every Third Weekend

Job Summary

Handles the day to day administrative tasks and responsibilities of the Urgent Care centers in order to ensure that they run smoothly. The position supports the Practice Manager to allow him/her to focus on other operational responsibilities. The Administrative Coordinator uses independent judgment to perform a wide-range of administrative duties; also works as Medical Assistant (MA).

The Medical Assistant (MA) is an integral part of the patient care team. Under the direction of the medical providers, the MA performs certain clinical duties, and assists the Providers to assure each patient is provided timely and effective care. The MA maintains strict patient confidentiality at all times.

The Medical Assistant works within the scope of practice as defined by the State of Connecticut.

Job Responsibilities

Administrative Coordinator

Staff Scheduling: Maintain schedules of all support staff and providers ensuring department policies pertaining to overtime and staffing models are adhered to (e.g staff is scheduled to contracted hours) and department protocols for offering shifts are followed:

• Publish staff and provider schedules 6 weeks in advance
• Manage all day-to-day staff schedule changes to any approved and published schedule (e.g. Response to absences, late PTO requests, staffing adjustments due to volume) in accordance with department staffing model, shift standards and protocols for offering shifts. Communicates finalized changes to staff in a timely manner via email or phone.
• Refer unusual exceptions to the Practice Manager for input and resolution

• Maintain PTO schedule for all staff and is responsible for securing adequate coverage or by making necessary adjustments to regular staff schedules to ensure shifts are covered.
• Maintain record of holiday staffing to ensure adherence to UCC holiday scheduling policy

Inventory Management: Implement a standard process for supply inventory and ordering. Work with multiple vendors and hospital departments to ensure clinics are adequately stocked.

• Identify and maintain a standard supply list of cost efficient products for office supplies, clinical supplies, and medications.
• Determine the amount of each product needed on hand in each office to ensure items are ordered in a timely manner but not in excess.
• Formulate and maintain an inventory system to ensure all items ordered are received.
• Contact and communicate with vendors and hospital departments as necessary

A/P: Ensure timely review and coding of all invoices received to both Urgent Care locations.

• Appropriately code all invoices and forward to the appropriate department for payment
• Maintain record of all invoices received and coded
• Alert the supervising manager with any conflicts related to any bills or invoices

General Office Duties: General oversight of both Urgent Care locations

• Contribute to documentation, implementation and training of all new processes.
• Monitor and manage any Employee Health tasks at the Urgent Care.
• Address, track, and follow through on engineering requests.

Medical Assistant (MA)

• Welcome patient to the practice and escort patient to the exam room. If patient is new to the practice, perform introductions.
• Interview patient to verify reason for visit, obtain medical information, measure patient's vital signs, height and weight. For same day acute visits obtain temperature and pulse oximetry.
• Document all patient information obtained in the Electronic Health Record according to MHPC policies and procedures for EHR use.
• Confirm and record allergies, current medications strength and frequency, refills required and pharmacy of choice.
• Assure all documentation, results, reports pertinent to the visit are available to the provider for review with the patient.
• Assist the provider with patient exams and procedures as directed.
• Perform phlebotomy. Collect blood and other specimens, label and prepare appropriately for delivery to the lab. Document these procedures in the EHR.
• Perform routine in-office laboratory tests. Document the results in the EHR.
• Perform routine or diagnostic testing such as EKG and spirometry, providing reports to the provider for review.
• Prepare treatment rooms, keeping them clean and stocked.
• Clean and sterilize instruments. Dispose of contaminated supplies appropriately.
• Manage patient messages (telephone encounters) as delegated by licensed clinical staff/provider.
• Maintain effective and organized systems to ensure timely workflow for patients and providers. Notify reception staff of any anticipated service delays.
• Completes all required in-services to ensure compliance with MHS and department standards and protocols
• Verify the MH medical record number is listed in the patient's demographic information. Obtain and enter MRN from the Results system if necessary.
• Schedule patient appointments.
• Prepare patient referrals / authorization for specialist and hospital services.

Adheres to all Core Values (Compassion, Pursue Excellence, Cooperation and Collaboration, Upholds Honesty, and Supports Innovation).

Adheres to all Absolutes (Privacy and Confidentiality, Professional Appearance, and Responsibility and Commitment).

Qualifications

Minimum Qualifications:

• High school diploma or general equivalency diploma (GED), medical assistant diploma from an accredited vocational institution, or a community college course in medical assisting- or equivalent training.
• BLS certification

Preferred Qualifications:

Skills :

• Exceptional customer service and telephone etiquette
• Flexibility and ability to learn new skills
• Effective communication skills including speaking, listening and writing
• Time management to enhance workflow
• Phlebotomy
• Diagnostic testing relevant to primary care office
• Near vision and arm-hand steadiness

Education and Knowledge :

• High school diploma, some college preferred
• Medical Assisting Certification
• Medical terminology
• HIPAA requirements

Experience :

• Ambulatory office based physician practice, preferably in primary care or urgent care
• EHR knowledge/use

Direct reports

None

Comprehensive Benefits Offered

• Competitive and affordable benefits package
• Shift Differentials
• Continuing Education assistance
• Tuition reimbursement
• Student Loan relief through Fiducius
• Quick commute access from I-84, Route 9 and surrounding areas

About Middlesex Health

The Smarter Choice for your Career!

Come join one of Connecticut's Top Workplaces, and a Magnet designated organization! At Middlesex Health, we have a unique combination of award-winning talent, world-class technology, and patient-first care that's making health care better. Through our affiliation with the Mayo Clinic Care Network, Middlesex Health has access to the most advanced medical knowledge and research available.