Clinic Coordinator - Athletics Student & Employee Health Center

Clinic Coordinator - Athletics Student & Employee Health Center

Forest Grove Campus - Forest Grove, OR 97116

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

This is a part-time, not benefit eligible position.

GENERAL DESCRIPTION OF POSITION:

The Clinic Coordinator provides essential administrative, reception, and front-office support for the Student and Employee Health Center Physical Therapy Clinic within Sports Medicine on the Forest Grove campus. The Clinic Coordinator supports smooth daily clinic operations by managing patient flow and processing insurance information using the Epic electronic health record system while maintaining confidentiality and compliance with applicable policies and regulations. The role requires strong multitasking, attention to detail, and organizational skills in a fast-paced, student-centered environment.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

• Serves as the initial point of contact by greeting students, patients and visitors seeking services.
• Provides general information about clinic services, processes, and scheduling.
• Confirms health insurance coverage and effectively communicates financial obligations to patients, obtaining necessary authorizations.
• Operates multi-line phone system and handles each call according to clinic protocols.
• Documents telephone encounters through the EMR system and directs to appropriate staff.
• Schedules new and established patient appointments using the computerized scheduling system.
• Checks in patients, gathering patient information, collecting copays, handling insurance information referrals, and prior authorizations appropriately.
• Checks out patients to include addressing any additional concerns and scheduling follow-up appointments.
• Triages and accurately documents in-person inquiries and phone calls, determining urgency and directing to appropriate clinical or administrative staff. Considers liability when making decisions.
• Obtains prior authorizations, referrals, medical records and processes release of medical records.
• Processes incoming patient forms (immunization consents/records, health history forms) through EMR system in a timely manner to maintain efficient patient flow.
• Closes the clinic by completing deposits and reviewing pre-registration for the next day's schedule.

Administrative:

• Manages daily clinic operations independently.
• Ability to prioritize work and make decisions independently without direct supervisor oversight.
• Monitors patient flow to promote timely service and operational efficiency.
• Manages clinic schedule including EMR templating and appointment scheduling to maintain highest clinic efficiency and patient satisfaction.
• Reviews patient charges to ensure all services are billed accurately.
• Applies third party billing expertise to properly determine coverage, provides needed information in EMR for accurate billing purposes and effectively communicates financial obligations to patients.
• Collaborates with clinicians and staff to ensure effective communication and the efficient flow of daily office activities
• Comprehends university health insurance plan information.
• Balances insurance payments, referrals, insurance authorizations, manages denials and requests for information in coordination with electronic health record specialist.
• Uses good judgment in managing urgent/emergency situations as they arise.
• Protects patient confidentiality by complying with FERPA, HIPAA and state confidentiality regulations.
• Performs timely scanning of documentation into the EMR, including outside provider records, labs, X-rays, and imaging reports, to improve provider access to information used in patient care decisions.
• Maintains EMR records (filing and purging).
• Maintains exit report and graduation information.
• Processes and distributes incoming mail and faxes.

SECONDARY FUNCTIONS:

• Occasional participation in off hour work, outreach, new student orientation.
• Current driver's license and insurance required.
• Attends division meetings, events, and ceremonies as requested.
• Works collaboratively to provide occasional coverage for other clinics.
• Performs other related duties as assigned.

JOB SCOPE:

• Performs duties independently with some supervision, operating from clinic guidelines, processes and policies.
• Collaborates with team members to ensure departmental operations.
• Some independent judgment and decisions are made. Mistakes and errors may result in loss of business, poor customer relations, and /or liability, all of which can have negative financial implications for the university.

SUPERVISOR RESPONSIBILITY:

This position is not supervisory in nature and does not have direct supervisory responsibility.

Qualifications

EDUCATION AND/OR EXPERIENCE:

• High School Diploma or equivalent required.
• One-year administrative work experience in a busy medical office or customer service setting required.
• Demonstrated ability with PC's and applicable software (Word, Excel, email). Experience with an electronic health record system preferred.
• Excellent communication and interpersonal skills, both verbal and written required.
• Demonstrated understanding of issues related to diversity, equity, and inclusion in higher education.
• Bilingual proficiency in Spanish preferred.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Maintains confidentiality regarding information pertaining to students, faculty and staff.
• Maintains proper appearance and personal conduct for the employee's particular job.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work in a team environment.

WORKING CONDITIONS:

• Part-time, in-person position based on clinic needs.
• Typical medical clinic working environment combined with an understanding of the university and the complexities associated with that relationship.

PHYSICAL ACTIVITIES:

__Climbing __Balancing _x_Stooping _x_Kneeling __Crouching __Crawling __xReaching _x_Standing _x_Walking _x_Pushing _x_Pulling _x_Lifting _x_Talking _x_Hearing_x_Repetitive motion

PHYSICAL REQUIREMENTS: _x_SedTentary work __Light work _x_Medium work __Heavy work __Very Heavy work __Visual acuity

APPLICATION PROCESS:

To apply, please upload your resume, cover letter and three professional references along with your Paycom application. Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.