Front Office Coordinator

Job Description Pay Range: $22-$26 per hour SCOPE: Under direct supervision, responsible for multiple front office functions including scheduling patient appointments and tests in an efficient and timely manner, answering incoming calls in a prompt, courteous, and professional manner, as well as assisting patients with check‑in for their appointments. May include outside scheduling and/or surgical scheduling responsibilities. Point of contact for the front office when leadership is unavailable or out of the office. Greets patients and their guests into the clinic in a prompt, courteous, and professional manner. Serves as a liaison between patients and medical staff. Supports and adheres to the New York Oncology Hematology Compliance Program, including the Code of Ethics and Business Standards. Demonstrates an understanding of patient confidentiality to protect the patient and clinic/corporation. Adheres to confidentiality, state, federal, and HIPAA laws and patient records guidelines. References and upholds NYOH CORE values daily. ESSENTIAL DUTIES & RESPONSIBILITIES Answer incoming calls and messages related to scheduling; address callers’ needs and direct to appropriate department if needed. Obtain and communicate messages in an accurate and timely manner. Schedule new patients, patient referrals, and returning patients in computer system in accordance with physician and/or office guidelines. Receive incoming referrals, create account, obtain, and enter insurance information. Request initial records, work with provider on determining appropriate time for appointment, schedule consult, and mail out new patient packet (varies by site). Obtain and enter all authorization and correspondence relating to referrals in patients’ electronic medical records (EMR). Communicate to patients all appointment details being scheduled and potential prep work needed, inquiring about test specifics from necessary parties and gathering patient information as needed. Adhere to scheduling template containing physician meetings, satellite schedule, rounding, and call coverage. Monitor schedules for compliance with templates, adjust templates for site‑specific needs as requested, and direct other staff when changes are needed. Prepare correspondence, memos, forms, and other typing as requested by supervisor. Obtain necessary precertification as required. Follow up on pre‑operative tests to ensure patients are cleared for surgical procedure; communicate with physician and patients if further testing is required before surgery is performed. Schedule post‑operative follow‑up appointments with physicians. Process EMR orders timely and effectively, as well as complete chart messaging promptly. Work the bump list and no‑show report in a timely manner. Monitor order queue as assigned to meet metrics designated by practice. Cancel/reschedule appointments according to physician schedule changes; notify appropriate personnel. Comply with no‑show process and policy. Train new staff, adjust schedules, and perform other lead duties. Shift employees to cover areas in need. Act as point of contact when leadership is unavailable/out of office. Work closely with Front Office Supervisor and Nursing Supervisor to achieve optimal scheduling within the infusion room. Collaborate with nursing supervisor to identify and correct unbalanced schedules and ensure within maximum infusion guidelines. Perform other duties as assigned. Cover other front office functions as requested. Float as needed in addition to cross covering sites remotely. MINIMUM QUALIFICATIONS High School diploma or equivalent required; associate’s degree preferred. Minimum of three years’ medical office experience required. Proficiency with computer systems including Microsoft (Outlook, Word, and Excel) required. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires prolonged sitting, some bending, stooping, and stretching. Requires occasional lifting of up to 30 pounds. Requires eye‑hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires hearing and vision corrected to normal range. #J-18808-Ljbffr