Office Coordinator- Dialysis Access Clinic

Under general supervision of the Clinic Manager, the Office Coordinatoris responsible for timely and accurate scheduling, insurance eligibility and verification, referrals and authorization, point of service collection, and service line marketing.  This individual is fully competent to independently provide all administrative and front desk needs of the specialty provider(s).  Supports the providers and clinicians by handling all telephone calls in to the clinic, provides excellent service to patients and visitors to ensure the integrity of clinical care and promotes patient safety. Provides outreach to dialysis centers in the service area to promote the providers and gain referrals.  These duties, performed according to established policy and procedure, result in a positive clinic experience for patients and providers, and ensure the success of the revenue cycle.

ESSENTIAL JOB FUNCTIONS

Every effort has been made to make this job description as complete as possible.  However, it in no way states or implies that these are the only duties the incumbent will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position.

• Develops and maintains relationships with dialysis centers to promote the provider(s) and services.
• Develop basic knowledge of the dialysis access management service line, provide community outreach and marketing support for the clinic.
• Schedules and inputs all appointments in the scheduling module in a timely and efficient manner.  Manages cancellations and additions to schedule in accordance with established parameters.
• Ensures all pre-visit activities are scheduled or completed.
• Professionally greets all patients and visitors, obtains patient identification and insurance information to initiate admissions process.  Completes registration according to established protocol, ensuring the integrity of the patient’s record Ensures appropriate signatures are included on all necessary forms in accordance with HMH policies and procedures.
• Assembles, files and maintains patient medical records and financial records in a confidential and secure manner.   Print patient schedule and pull patient charts daily.
• Complete front-end process of billing procedure ensuring all information is entered into the computer registration module.  Flags patient accounts as necessary for past due balances, incorrect demographics, and other critical notifications as needed. 
• Performs Insurance Verification process and completes all required processes for prior authorizations or other actions required by payor.  Confirms that insurance documentation, eligibility and verification, and referral/authorization requirements are met.
• Ensures accuracy when scanning and filing documents and completes within 24 hours of completed visit, including physician reports to referral sources.
• Communicates all changes in patient information and insurance which is identified during patient visit to appropriate internal parties and directly to the patient record immediately.
• Calculates patient cost and performs point of service collection in accordance with upfront collection policy and procedure, collecting self-pay portions, co-payments, and past due patient portions at the time of check in; all other collections to be collected at discharge.
• Maintains cash drawer in accordance with established procedures. Participates in the daily reconciliation of cash collected and daily deposit as assigned.
• Maintains a clean and orderly waiting area and workspace.  Performs office open and close tasks as assigned (lights, equipment, door locks, etc.).  Cordially greets patients immediately upon their arrival.  Courteously answers telephone calls by the third ring.  Delivers accurate messages in a timely manner.
• Follows Guidelines related to the Health Insurance Portability and Accountability Act (HIPAA), designed to prevent or detect unauthorized disclosure of Protected Health Information (PHI).
• Abides by the HMH Legal Compliance Code of Conduct. 
• Maintains a safe work environment and reports safety concerns appropriately.
• Performs all other related duties as required and assigned.

LATITUDE, CONTACTS/INTERACTIONS

All positions of Huntsville Memorial Hospital are part of an interdisciplinary team, and as such, participate in the care and service delivery process through effective interaction with other team members.  Primarily interacts with hospital staff, medical staff, patients, and visitors.

Requirements

Education: High school diploma or GED required.

Experience: Prior related experience.

Required Skills: Excellent computer skills, oral and written communication and customer service skills.  Critical thinking ability to effectively facilitate interactions with physicians, healthcare team members, payers, patients and families.  Ability to prioritize work in a fast paced environment with minimal supervision.

PHYSICAL DEMANDS AND WORKING CONDITIONS

Frequent: sitting & reaching.

Occasional: standing, walking, lifting, carrying & pushing.

Visual and hearing acuity required.  Work is inside, with good ventilation and comfortable temperature.

Possible exposure to: toxic/caustic chemicals or detergents, communicable diseases, blood borne pathogens.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off
• Short Term & Long Term Disability
• Training & Development
• Wellness Resources