MC OFFICE COORDINATOR I COMMUNITY PSYCHIATRY

: Company Description

The Division of Community Psychiatry is seeking an experienced Office Coordinator for the Carruthers Clinic, located at the UMMC Midtown Campus.

The Carruthers Clinic is a part of a large academic Department of Psychiatry. We are committed to excellence in service, teaching and research. The clinic provides comprehensive mental health services to adults and children. These services include Diagnostic assessments and evaluations, Individual and group therapy, and medication management; delivered in person or through telehealth services.

The Office Coordinator would manage the scheduling, registration and patient workflow for the clinical provider team.

General Summary

Under direct supervision, performs administrative functions to support the clinical program. This includes Front Desk duties, other unique EPIC related duties, financial related duties, and operations related duties.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Front Desk Registration
  • Greets clients and visitors.
  • Follows EPIC procedures to arrive clients per program process.
  • Informs clinical staff of client's arrival or directs client to group or class.
  • Monitors activities in the waiting area.
  • Check out clients as they leave.
  • Insures that arrived clients are seen, and Front Desk process completed.
  • Identifies those clients as “no show” when applicable.
• EPIC Duties
  • Collects accurate demographic information for complete registration.
  • Collects accurate insurance information.
  • Verifies insurance and eligibility information.
  • Scans client insurance cards, driver's license and any other necessary identification.
  • Schedule, cancels and reschedules appointments.
  • Pre-schedules and Walk-in appointments as per program.
  • Completes MSPQ (Medicare) Questionnaire as appropriate.
  • Assigns a HAR as appropriate.
  • Access Beacon Health Options for authorization information and enter authorization information into system.
  • Responsible for maintaining Work Queues as assigned including Accounts without Charges Work Queue.
• Communication Duties
  • Acts as receptionist utilizing multi-line phone system responding to internal and external phone calls.
  • Takes complete messages and routes them in a timely manner to the appropriate person.
  • Able to provide accurate information using excellent customer service communication skills.
  • Uses overhead paging when appropriate and makes emergency calls/paging when needed.
  • Timely communicates with billing team to resolve identified problems or issues.
• Clerical Duties
  • Performs routine clerical duties such as photocopying, filing, maintaining various records and logs per Program.
  • Receives and processes Incoming and Outgoing mail as per program.
  • Maintains In/Out Board so that whereabouts of staff is known.
  • Maintains a neat and orderly front desk space.
• Finance Duties
  • Data entry per program for other tracking purposes and runs reports when appropriate.
  • E. Files documents in paper files as per program. Upon discharge, prepares any old paper charts to send to Iron Mountain.
  • Process disability requests per program including completing log and sending to HIM.

Qualifications

Education and Experience

• High School Diploma or equivalent (GED) is required.
• Two years of general clerical and/or administrative experience is required.
• Experience in a healthcare setting is required.
• Knowledge of health insurance including Medical Assistance and Medicare is preferred.
• Experience using registration and scheduling software is required.

Knowledge, Skills and Abilities

• Knowledgeable of Microsoft Office Suite and Internet.
• Basic typing and data entry skills are required.
• Ability to learn software programs.
• Ability to operate standard business machines such as copier, printers and scanners.
• Able to maintain courteous, respectful and professional demeanor at all times. Organization skills with ability to prioritize own work.
• Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
• Ability to establishes and maintain courteous and effective relationships and demonstrate sensitivity and awareness of customer needs; when dealing with patients/visitors, co-workers and healthcare staff.

Patient Safety

Ensures client safety in the performance of job functions and through participation in UMMC, department, division and program safety initiatives.

• Takes action to correct observed risks to client safety.
• Reports adverse events and near misses to appropriate management authority.
• Identifies possible risks in processes, procedures, devices and communicates the same to those in charge.

Additional Information

All your information will be kept confidential according to EEO guidelines.