CO Administrative Coordinator

Patient Scheduling Responsibilities:

• Coordinate scheduling of clinic appointments, procedures, and other ancillary tests/lab tests/procedures and coordinate with other areas to complete scheduling process.
• Monitor Procedures email group and post cases as assigned.
• Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visit.
• Assist with rescheduling patient appointments for canceled clinics.
• Contact all new patients prior to their first appointment to confirm appointment and location.
• Answer clinical providers’ patient appointment phone number and triage requests accordingly.

Medical Administrative Support:

• Professionally and efficiently, handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Gather patient information, answer questions from patients, where applicable, and document interactions in applicable systems.
• Refer patients to appropriate resources for information, guidance, or assistance.
• Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient-related issues.
• Answer in-coming calls from patients and provide information to patients, as appropriate.
• Triage patient calls where appropriate and determine if medical staff response is required.
• Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Scan patient’s outside medical records and upload into their electronic charts in EPIC.
• Organize and obtain all materials for surgeon care of patients.
• This includes outpatients and inpatients from obtaining pathology reports, pulling charts, making new patient charts, filing patient materials, obtaining x-rays and notes from referring physicians.
• Obtain precertification as required by patients’ health care insurers or managed care providers.
• Utilize knowledge of medical staff(s) practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services.
• Assist patients or family members with completion of medical insurance forms.
• Assist in preparation of forms to complete as requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
• Scan completed forms into electronic charts in EPIC and send original to patients for their records.
• Copy and send medical records to other physicians and insurance companies as requested by patients and any other correspondence as needed by patients.
• Monitor fax server (Hermes) and index faxes.

Administrative Assistant Responsibilities:

• Receive and screen incoming faxes, calls, and mail; prioritize, organize, and designate necessary action to be taken, deadlines, and follow up.
• Maintain an accurate log of outgoing correspondence.
• Schedule, coordinate, and set up meetings for faculty.
• Provide administrative support, including document formatting and typing meeting agenda, material, and minutes.
• Circulate meeting invitations, agenda, and minutes, as assigned.
• Make travel arrangements and coordinate traveling schedule with clinic staff.
• This includes airline reservations, hotel accommodations, registration forms, etc.
• Types travel itinerary.
• Assist faculty in their capacity as editors of several medical bulletins.
• Responsibilities include receiving manuscripts, maintaining a record of each manuscript, corresponding with authors and publishers.
• Coordinating submission and galley review of chapters from authors and publishers.
• Keep Curriculum Vitae.
• Keep appointment books and activities. Schedule all administrative meetings.
• Coordinate schedule with clinic staff.
• Keeps track of deadlines, projects and coordinates all organizational aspects of division.
• Operate personal computer to access e-mail, electronic calendars, computerized scheduling and documentation databases and other basic office support software.
• Use automated records system to access, enter, and edit patient information.
• Establish and maintain office files.

Customer Service and Teamwork Responsibilities:

• Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors.
• Utilizes proper telephone etiquette.
• Warmly greets patients and visitors.
• Handles and resolves patient complaints non-defensively and without blame to other employees.
• Seeks to satisfy a dissatisfied customer.

Computer Knowledge Expectations:

• Maintain all office equipment such as copier and fax machines.
• Successfully completes all required EPIC training courses.
• Completes all required HIPAA and other specified online training courses.
• Other duties, for all categories, as assigned.