Access Coordinator Supervisor

Job Description

Job Description

Leadership & Staff Oversight

· Supervise Medical, Dental, Vision and Behavioral Health Access Coordinators.

· Oversee staffing, scheduling, assignments, and adequate coverage across all Access Coordinator functions.

· Coordinate vacation, sick leave, and other staffing needs to maintain appropriate coverage.

· Ensure appropriate backup coverage for all Access Coordinator responsibilities.

· Assist with onboarding and orientation of new Access Coordinators.

· Coordinate and/or provide training for new and existing Access Coordinators.

· Oversee ongoing staff training and identify opportunities for continued development.

· Conduct employee performance evaluations and provide ongoing coaching and feedback.

Patient Access & Service

· Identify opportunities to improve patient access, service, and the overall patient experience.

· Monitor front desk operations and identify issues that impact patient access or service.

· Ensure provider schedules are appropriately filled and optimized, with a focus on maintaining access for target patient populations-Medicaid, Managed Medicaid, Medicare.

· Develop and implement solutions to improve front desk workflows and efficiency.

· Serve as a liaison between Medical, Dental, Vision and Behavioral Health Access Coordinators, clinic leadership, administrative staff, and patients when appropriate.

· Address and resolve patient complaints related to scheduling, registration, front desk service, and access, escalating concerns when appropriate.

· Work to ensure patients have timely access to high-quality, comprehensive care.

· Promote a professional, welcoming, and service-focused environment at all patient access points.

Registration, Data Accuracy & EHR

· Ensure Access Coordinators consistently obtain and document all required patient information and complete mandatory EHR fields accurately.

· Monitor registration and demographic data for accuracy and completeness.

· Ensure documentation supports billing, reporting, compliance, and audit requirements.

· Serve as an EHR resource for Access Coordinators and assist with workflow questions and issues.

· Identify recurring EHR issues and work with the EHR Specialist to resolve problems.

· Monitor patient kiosk utilization and identify kiosk failures or workflow issues.

Financial & Revenue Cycle Support

· Ensure insurance cards are loaded correctly and eligibility is ran prior to appointment.

· Monitor Access Coordinator performance related to patient collections and point-of-service processes.

· Review weekly collection reports and communicate collection performance and goals to the Access Coordinator teams.

· Establish and monitor collection expectations and identify opportunities to improve point-of-service collections.

· Ensure staff are appropriately communicating estimated patient financial responsibility when scheduling and confirming appointments.

· Monitor accuracy and consistency of fee collection and payment processes.

Sliding Fee Program

· Work in conjunction with the Sliding Fee Coordinator to ensure accurate implementation of the sliding fee program.

· Ensure Access Coordinators are appropriately trained on sliding fee policies, eligibility requirements, documentation, and application of fees.

· Conduct periodic internal audits with the Sliding Fee Coordinator to ensure accurate application of sliding fee discounts.

· Identify trends or errors and coordinate corrective action and staff retraining.

· Ensure required documentation is complete and maintained to support internal and external audits.

Policies, Procedures & Workflow Improvement

· Assist in developing, implementing, and updating policies and procedures related to Access Coordinator responsibilities.

· Maintain the Access Coordinator job description and recommend updates as responsibilities and workflows change.

· Identify opportunities to improve efficiency, standardize workflows, and reduce errors.

· Create and support a smooth, efficient, and patient-centered practice environment.

Supplies & Administrative Support

· Maintain appropriate office and clerical supplies for Access Coordinators.

· Monitor supply needs and ensure adequate supplies are available to support daily operations.

· Other duties as assigned.

Qualifications Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or experience: Minimum of two years of front-end office experience and two years of medical billing experience preferred. Equivalent combination of education and experience may be considered, as appropriate.

Language Skills: Ability to always respond professionally. Good listening skill set.

Mathematical Skills: Ability to work with accounting concepts and develop budget(s).

Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions.

Other Skills and Abilities:

· SUPERVISORY SKILLS: strong training and coaching skills.

· DEPENDABILITY AND RELIABILITY: Performs all duties and assignments whether or not supervision is present.

· COMMUNICATION SKILLS: Expresses ideas, information, and instruction in a positive and effective manner.

· TEAMWORK and COOPERATION: Works cooperatively with coworkers and supervisor. Acts as an effective team member with other employees through cooperation.

· JUDGMENT: Makes reasonable and appropriate decisions.

· ADAPTABILITY: Readily and effectively adjusts to changing ideas and activities.

· ROLE MODELING: Acts as a good role model for other employees.

· CREATIVITY: Shows imagination and innovation in solving problems.

· ATTENDANCE: Reliably reports for work as scheduled, willing to work OT when needed.

· SAFETY: Follows all safety rules and works in a safe manner.

· PRODUCTIVITY: Produces an acceptable amount of work, of sufficient quality in an appropriate amount of time.

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. This includes moderate physical effort consisting of occasionally lifting or moving over 35 pounds of weight.

Travel Requirement: To fulfill the responsibility of the position travel to all COMC locations will be required. Employee should have valid Missouri driver’s license. Overnight travel may also be required in specific incidences of training, conferences, etc.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Knowledge of, and compliance with, HIPAA and 340B regulations is required. Confidentiality of patient information is mandatory.

About COMC:

Central Ozarks Medical Center has been providing quality health care in Central Missouri since 1979. Central Ozarks Medical Center’s staff members are committed to leading the way to healthier communities. COMC offers a wide range of services based on the needs of the communities we serve. We pride ourselves on offering high quality healthcare regardless of insurance status.

Our Mission

COMC is committed to leading the way to healthier communities by reducing barriers to care, ensuring access for all, and creating a positive working environment of engaged team members with a shared goal.

Our Values

At COMC, we use the following strategically anchored values to guide all our actions:

Selfless Service: We lead by example.

Approachable: We communicate openly.

Resilient: We enable and inspire.

Passionate: We promote community.

Responsive: We take action.

Resourceful: We collaborate.