Office Coordinator

Office Coordinator

Conduct regular clinician and staff meetings; record key information and decisions; put into place the plans decided.

Coordinate daily patient care activities of Clinicians

Coordinate and supervise the day to day operations of the practice

Coordinate daily staffing

Communicate practice needs, problems and concerns to the Vice President of Physician Network Development

Communicate and interface with Beverly Hospital Departments as well as Medical Director.

Ensure maximization of staff support of providers, minimizing overtime through flexible staffing

Ensure maximization of staff support of providers, minimizing overtime through flexible staffing.

Establish system for call-in sick time and call back times for patients

Establish office policies and procedures and develop overall practice protocols

Communicates and identifies problems and concerns of Vice President of Physician Network Development.

Coordinates daily functions of office.

PATIENT INTAKE

Greets patients warmly and welcome them to practice.

Collects and updates into computer insurance and demographic information, makes photocopies of insurance card(s).

Has patients fill out patient information forms

Checks in patients by crossing them off master list, then placing chart and encounter form into clinician box.

Notifies patient of any delay.

TELEPHONE TRIAGE

Answers telephone within three rings, places caller on hold only after caller agrees they can wait, and always re-contacts call within two (2) minutes.  Uses courteous and professional manner and identifies self to caller.

Answers and triages all calls.  Takes clear, unambiguous messages, determines call-backs for clinicians and other office staff, obtains prescription refill information,  triages emergency calls immediately. Transfers calls to appropriate extensions and directs calls appropriately.

Schedules all telephone requests for appointments

Puts phones on/off service, retrieves all messages from service and responds to all calls.  Gives covering M.D. names to service

PATIENT CHECK-OUT FUNCTIONS

Review encounter forms for completion.

Collect co-payments and other payments and provide receipt

Schedule follow-up appointments and referral appointments, if necessary

FINANCIAL

Post and balance out Day Sheet each day.

Prepare envelope with Encounter Forms for UPS pickup

Prepare deposit slip and make daily deposit

Help develop an annual budget

Education/Experience:  High School graduate.  Computer experience.  Good written and verbal communication skills, one-year experience in medical office management, knowledge of medical terminology