Site Coordinator

Title: Site Coordinator
Department: Operations
Status: Exempt
Position Classification/Category: Operations
Level: N/A
Location: Assigned Clinic
Hourly Pay Range:
Reports To: Operations Manager
Direct Reports: Patient Representative(s) and Site Interpreter(s)
Summary of Position
The Site Coordinator is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Supports mission and goal achievement, organizational quality and patient-centered care. Incorporate core organizational values of quality, respect, integrity, partnership and compassion in all activities and decisions. Plan, develop, organize, evaluate, and direct front office clinic site activities under the direction of the Operations Manager.
The Site Coordinator will lead efforts to improve clinic operations at s/he assigned site under the direction provided by the Operations Manager in a way that contributes to an enhanced experience for staff and patients. Provide supervision to the front office staff. S/he leads the front office team at the designated site to deliver excellent customer service while confirming staff collects complete income, demographic and insurance information for patients served. Ensures Patient Representative staff validate and input data accurately into computer system. The Site Coordinator also facilitates accurate insurance verification, closing procedure, and communication with clinical staff. Responsible for daily opening and closing of clinics and/or directs accordingly.
The Site Coordinator is responsible for working collectively with the Behavioral Health Program Coordinator and Dental Coordinator to manage daily operations and productivity for all service lines offered by CRCHC including medical, behavioral health, dental and special population clinics.
The Site Coordinator works directly with the billing department to implement best practices for billing and coding workflow. In addition, responsible for carrying out all fiscal responsibilities related to front office operations as assigned by the Operations Manager/Finance department.
The Site Coordinator coordinates with the Outreach team to ensure outreach activities are fully carried out and shared and/or promoted to our patients and community.
Minimum Qualifications
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Education/Experience: Bachelor's degree (B.A.) from four-year college or university; or one to two years' related experience and/or training; or equivalent combination of education and experience.
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Community Health Center Background. 2-3 years of medical office experience.
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Additional skills required: Knowledge of medical terminology. Familiar with basic computer operations. Good verbal and written communication skills in English and the specified language(s). Current State Driver's License. Knowledge of Medicare, NC Medicaid, Commercial, and Sliding Fee payment methods.
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Additional skills preferred: Strong customer service skills.
Physical Requirements:
Cabarrus Rowan Community Health Centers
Site Coordinator May 10, 2024 2 of 3
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job.
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Repetitive movement of hands and fingers - typing and/or writing.
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Talk and hear.
Key Responsibilities
1.
Plan, organize, evaluate and direct activities of the Patient Representative (PR) and interpreter staff.
2.
Plan, orient and assign work to the PR and interpreter staff that supports goals and objectives contained in the organization's Health Services and Business Plans.
3.
Maintain office services by organizing office operations and procedures; controlling correspondence; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
4.
Ensure the smooth and timely flow of patients through scheduled clinics.
5.
Be the operational point person onsite for facility management related issues.
6.
Ensure PR staff comply with approved organizational policy and procedures.
7.
Ensure front office fiscal procedures are implemented accurately.
8.
Ensure mail is opened and distributed according to procedure.
9.
Assist in all The Joint Commission, UDS, OSHA, CLIA, VFC, PCMH, State, Federal and other CHC standards clinics are required to adhere to.
10.
Facilitate communication, problem solving and conflict resolution between all departments.
11.
Develop and recommend changes in operational procedures that promotes quality patient-centered care, productivity and revenue enhancement, risk management, cost savings, employee engagement and satisfaction.
12.
Provide back-up support for PR and interpreter staff at times of unanticipated need, planned or unplanned employee absence.
13.
Monitor interpreter's productivity and translation utilization provided by translation system vendor.
14.
Opens and closes facility a minimum of 30 minutes before/after normal business hours.
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Counsels with patients who have delinquent accounts to develop a payment arrangement and follows up on all pay-off arrangements. Contacts patients with delinquent accounts by telephone or mail.
16.
Responsible for ordering facility supplies and following organization procurement plan.
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Assist in the recruitment, hiring, orientation, development and evaluation of PR and interpreters staff and volunteers.
18.
Assist in month-end and annual department close process responsibilities.
19.
Participate in outreach and marketing efforts to further organization reach in community.
20.
Performs daily bank deposit and complies with all CRCHC cash handling policies.
21.
Performs all other duties as assigned by management
SUPERVISORY RESPONSIBILITIES:
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The position will be responsible for carrying out supervisory responsibilities in accordance with the organization's policies and procedures. Directly responsible for supervising assigned front office personnel including, but not limited to, the following positions: Patient Representative staff and interpreters throughout the CRCHC network.
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Oversee the day-to-day operations of site management and interpreting department staff. The responsibilities to include department workflow, productivity, biannual staff training.