Clinic Office Operations Coordinator - Northern Virginia - Hamaker Court

About the role

Kids Are Our Everything.

Department

10071 Northern Virginia Clinics

About the Role

The Clinical Office Operations Coordinator will be responsible to coordinate clinic operations to include scheduling, staffing, clinic flow and charge capture. Supervise, train, mentor, and develop COR staff or work completely independently within a small clinic setting. Emphasis is placed on customer service, patient satisfaction, staff development, quality assurance and fiscal goals.

Minimum Education

Associate's Degree (Preferred)

Minimum Work Experience

4 years 4-5 years of retail or other customer service industry experience or educational equivalent required. Experience in leadership, mentorship, training, patient billing, patient registration, scheduling, medical insurance verification, insurance screening preferred (Required)

Required Skills/Knowledge

• Advanced customer service and communication skills
• Knowledge of computers necessary with ability to type minimum of 35 words/minute; experience with Microsoft Office (Word, Excel, PowerPoint) required

• Ability to multi-task and prioritize
• Exhibit critical thinking skills in high stress environments
• Attention to detail
• Contributes to a positive team environment
• Independently problem solve and escalates appropriately

Knowledge of medical terminology and CPT/ICD coding required.

• Demonstrated mentoring/ coaching skills
• Demonstrated skills in analyzing, assessing, and interpreting data
• Ability to recognize process improvement opportunities & execute

Must complete Ambulatory Services training curriculum and pass all competency assessments

Must demonstrate comprehensive understanding of clinic operations by end of probationary period to be evaluated by a combination of mock clinic score, registration quality scores, TOS collection activity, compliance with consents, customer service delivery, and time & attendance patterns

Functional Accountabilities

Staff Development

• Supervise, train, mentor and develop staff; provide direct feedback and counseling to staff about their performance.
• Conduct performance evaluations and manage performance goals.
• Establish work schedule for the staff.
• Conduct departmental staff meetings.

Clinic Operations

• Ensure telephones are answered and voice mails are managed appropriately.
• Ensure schedules are filled with appropriate patient visits; make/ensure appointment reminder calls are completed; schedule follow up visits at check out; manage the appointment request work lists.
• Manage physician templates
• Identify appropriate lab per insurance specifications; obtain/ensure referrals are on file in advance of visit; obtain authorizations (as needed); identify TOS, co-insurance and past balances; ensure that patients are financially cleared prior to date of service.
• Order supplies; maintain office files.

Billing

• Ensure that scheduled patients are populating in revenue system appropriately.
• Reconcile the professional and technical charges in revenue system by COB each day.
• Follow up with providers/techs/nurses for any missing charges and escalates non-compliance appropriately as needed
• Review and update Charge Entry database.
• Supervise to ensure that appropriate cash controls are in place and adhered to; reconcile daily collections and prepare the deposit

Quality Control

• Review and update Charge Entry database.

Quality Control

• Run and analyze standard reports and ensure errors are corrected.
• Monitor and supervise quality control of registration process.
• Maintain and monitor billing system and review monthly reports
• Review denial information and train staff according to findings.
• Able to use reports from systems to identify and resolve problems.
• Proficiency with various systems used in ambulatory services; STAR, PPM, SCI, Medaptus, Passport, and Cerner.
• Work with manager around performance improvement action planning (Lean).

Benefits That Support You

• Comprehensive health coverage, including medical, prescription, infertility, and transgender health services.
• Generous paid time off, including vacation accrual from day one, sick leave, holidays, and a personal day.
• Financial wellness support, including a 401(k) plan and healthcare and dependent care spending accounts.
• Employer-paid life, AD&D, and long-term disability coverage, with optional supplemental plans.
• Additional perks, including tuition assistance, fitness resources, employee assistance, commuter benefits, and more.