Job Description:

Position Title

Office Coordinator

St Rose Medical Pavilion

Position Summary / Career Interest:

Performs clerical/scheduling activities that facilitate organization operations. These activities may include coordinating employee schedules processing intake information and communicating with supervisors and submitting proper paperwork for billing of services.

Rehab Office Coordinator (only):
Under the supervision of the department's management this position is responsible for managing the information system and provides clerical and receptionist support including but not limited to: maintaining system updates, provides education staff training for the information system; and answering phone, scheduling appointments, maintaining and filing charts.

Hospice Office Coordinator:
Responsible for the recruitment, screening and supervision of volunteers. The coordinator provides training and education to the volunteers and oversees the documentation process. Clerical duties including but not limited to correspondence, filing, copying, faxing, ordering supplies, mailing and entering computer data. Ability to work Monday through Friday, including weekends and evenings as needed for departmental needs. Some volunteer activities are in the evenings or on weekends.

KS Heart and Stroke Collaborative:
Performs clerical duties independently, including but not limited to answering phones, schedules appointments, maintains fax queue, correspondence, filing, copying, scanning, receiving and distributing mail, maintains calendars and meeting schedules. Assists staff with the coordinator of navigation, health coaching and outreach programs offered within the department.

Position Description:

Office Coordinator:

• Collects patient identification and demographics, HIPAA forms, insurance information, collects co-pay, and documents indicated signs and symptoms, and consent for treatment.


• Obtains Insurance approval for patients scheduled in the clinic


• Completes and maintains registration process.


• Schedules appointments, tests and procedures.


• Maintains current knowledge of ICD-9 and CPT codes.


• Assists with the completeness of patient charges of procedures for hospital and outreach clinics.


• Forwards charge tickets to Central Billing Office, assists patients/customers with billing problems or questions.


• Coordinates physician schedules in the clinic.


• Assists in developing financial budgeting plans to achieve corporate strategies and financial targets.


• Assists in developing policies, procedures, and protocols to maintain standards of care and regulatory requirements.


• Sends patient communication regarding appointments/tests/procedures.


• Receives/distributes mail, answers phones, screens and directs caller's retrieves records from storage; and maintains reception/waiting area.


• Maintains fax queue; prepares, maintains and files/scans records.

ACO Program Coordinator:

• Maintaining ACO Compliance with provider/supplier list, registrations and enrollment.


• Coordinate with ACO committee leadership scheduling meetings, establishing connections, managing rosters and documentation.


• Support Board of Managers including meeting minutes, agenda, logistics and annual retreat


• Receives/distributes mail, answers phone, screens and directs caller's retrieves records from storage and maintains reception/waiting area


• Track contractual requirements for each phase of the project, managing participation and quality agreements for hospitals and clinics across the project


• Provides daily support to ACO Program Manager


• Provide support to Executive Director for work related to ACO program projects

CCM Program Coordinator/Navigator

• Oversees the collection of patient identification and demographics, HIPAA forms, insurance information, and consent for treatment


• Oversees and assists with the completeness of charge ticket, forwards charge tickets to Central Billing Office, assists patients/customers with billing problems or questions and processing audits.


• Maintain documentation to support CCM and other reimbursement


• Maintains the Master Coding/Billing spreadsheet


• Reconcile CCM accounts with insurance and/or central billing office


• Work with controller to determine appropriate payment to Rural Health Clinics and other providers for CCM services delivered to their patients


• Coordinate Remote Patient Monitoring encounters for appropriate reimbursement


• Track provider credentialing to assure payer compliance


• Maintains an effective filing system, enters data for surveys, databases and graphing statistical information


• Maintains fax queue, prepares, maintains and files/scans records


• Assists with orientating and training new health coaches on services, duties and policies and procedures


• Super-User of CCM software with administrative rights while making necessary changes and obtaining reports as needed


• Communicates bi-monthly with coaches and supervisors on sustainability after running Cerner reports and reviewing any billing questions


• Responsible for collecting data on discharged patients from the region


• Referral of patient to appropriate health coach


• Follow patients that are transferred until discharged home


• Contract facilities for necessary clinical information and enter clinical information into Cerner


• Competent in the use of Meditech and other EMR's as needed


• Primary Cerner contact for troubleshooting issues and relaying needed information or updates to the staff

Imaging Office Coordinator:

• Collects patient identification and demographics, HIPAA forms, insurance information, collects co-pay, and documents indicated signs and symptoms, and consent for treatment.


• Receives/distributes mail, answers phones, screens and directs caller's retrieves records from storage; and maintains reception/waiting area.


• Schedules appointments, tests and procedures; sends patient communication regarding appointments/tests/procedures; completes and maintains registration process; maintains current knowledge of ICD-9 and CPT codes; maintains fax queue; prepares, maintains and files/scans records.


• Assists with the completeness of charge ticket; forwards charge tickets to Central Billing Office, assists patients/customers with billing problems or questions.


• Assists in developing financial budgeting plans to achieve corporate strategies and financial targets.


• Assists in developing policies, procedures, and protocols to maintain standards of care and regulatory requirements.

Rehab Office Coordinator:

• Coordinates with information technology (IT) for the maintenance of computer system software; assists staff with trouble shooting computer issues; logs issues with IT; builds and maintains staff schedules; and appropriately trains staff on computer system


• Provides daily support to direct report/department; receives, prioritizes and distributes mail; answers phones, screens and directs callers to appropriate individual; ensure all office supplies and products are available for immediate use; maintains and schedules appointment calendar for staff; schedules and confirms rehabilitation appointments


• Arranges and coordinates meetings as needed including room scheduling, notices, special event requests and preparation of necessary documents; attends various committee meetings as assigned and takes and transcribes minutes as directed; and maintains records of insurance company's requirements for billing purposes pre-certifies patient visits with insurance carrier.


• Maintains filing system; follows policy for the Release of Information; charts accurate information on patient; forwards progress notes, evaluations, and plan of treatment and discharge summaries to referring physicians


• Recognizes and participates in quality improvement projects


• Shares knowledge and expertise with fellow staff, students and other pertinent individuals/facilities in a positive manner.

Work Smart Office Coordinator:

• Coordinates the Workers Compensation/physical/drug testing review process of all patient registration information and inputs information into the appropriate clinic software program.


• Obtains all medical records necessary to treat injury; reschedules as directed by provider; notifies employer of "no shows".


• Ensures employer and Insurance Company has all needed information after visit; creates and updatescompany records.


• Collects patient identification and demographics, HIPAA forms, insurance information, collects co-pay, and documents indicated signs and symptoms, and consent for treatment.


• Completes and maintains registration process.


• Schedules appointments, tests and procedures.


• Maintains current knowledge of ICD-9 and CPT codes.


• Assists with the completeness of charge ticket; forwards charge tickets to Central Billing Office, ensures accurate billing information.


• Assists in developing financial budgeting plans to achieve corporate strategies and financial targets.


• Assists in developing policies, procedures, and protocols to maintain standards of care and regulatory requirements.


• Sends patient communication regarding appointments/tests/procedures.


• Receives/distributes mail, answers phones, screens and directs caller's retrieves records from storage; and maintains reception/waiting area.


• Maintains fax queue; prepares, maintains and files/scans records.

Hospice Office Coordinator:

• Coordinates the interviewing, selection, orientation and ongoing performance management of volunteers.


• Completes all required documentation of volunteer services and maintains reporting process.


• Establishes procedures in relation to volunteer activities and area of responsibility


• Develops and implements program/in-services for volunteer program


• Facilitates communication with patients, families, hospice team and healthcare providers


• Correspondence, filing, copying, faxing, ordering supplies, mailing, entering computer data and other office duties


• Provides, empowers and fosters a supportive team working environment by communicating effectively with others

KS Heart and Stroke Collaborative Office Coordinator:

• Responsible for collecting data on discharged patients from the region


• Referral of patient to appropriate health coach


• Follow patients that are transferred until discharged home


• Contact facilities for necessary clinical information and enter clinical information into Cerner


• Contact newly identified CCM patients and completing intake process


• Review Medicare claims data to identify potential CCM patients that they can contact to discuss CCM services


• Competent in the use of Cerner, Meditech and other EMR's as needed.

Health Coaching:

• Assist with identifying and setting up resources for patients


• Assist with compiling relevant patient health history


• Under the direction of a health coach serves as a patient advocate by working with each assigned patient to establish and achieve personal goals for health improvement, including identifying and addressing obstacles to meet these goals.


• Under the direction of the health coach serves as patient educator by providing relevant and actionable information regarding assigned patients health conditions, self-management, independent living and activities of daily living.


• Under the direction of the health coach, coaching assigned patients to better his/her communication with physicians, other healthcare and social service providers (including addressing language and cultural barriers to effective communication).


• Under the direction of the health coach, will monitor patient's condition (physical, mental and social) and will report any changes to the health coach.


• Collect the medications on assigned patients and notify the health coach of any changes.


• Reports any changes in the care plan to the health coach.


• Documents all activities in a timely and complete manner.


• Engages in community outreach programs developed and implemented by KCIC.


• Participates in education and training opportunities made available through the collaborative


• Competent in the use of Cerner and other EMR's as needed

Outreach:

• Coordinates outreach clinics that facilitate organizational operations of the western division of the health system


• Coordinates clinic times and location


• Transportation of healthcare team


• Responsible for scheduling, registering and collecting relevant paperwork for billing of patients


• Rooms patients, collects medical history and obtain vital signs For telemedicine outreach and sets-up, connects and presents the patient to the provider.


• Schedules tests as required


• Competent of in-touch platform for telemedicine


• Competent in Epic, Meditech and Cerner EMR's.

Great Bend, Central KS Family Practice Office Coordinator:

• Set up the on call schedules for the providers.


• Schedule and invoice visiting provides.


• Set up benefits for all current and new employees.


• Set up drug testing and background checks for new employees.


• Set up and keep all employee records.


• FMLA and short term disability forms.


• Order office supplies for the clinic


• Communicate with outside vendors on equipment (elevator, phones, faxes, doors, glass, etc.).


• Register all flight physicals into the Federal Aviation Administration.


• Input information to Kansas Department of Health and Environment for death certificates.


• Assist in the front office functions as appropriate.


• Develop and implement business office policies and procedures.


• Collects data, prepares reports, answer correspondences, and compile statistics as directed.


• Follow the policy and procedures of the practice.


• Performs other related duties as appropriate.

KS Heart and Stroke Collaborative TBH Office Coordinator:

• Coordinates clinic times and locations


• Transportation of healthcare team


• Responsible for scheduling, registering and collecting relevant paperwork for billing of patients


• Rooms patients, collects medical history and obtain vital signs for Telemedicine outreach and sets-up, connects and presents the patient to the provider


• Schedules tests as required


• Competent of Zoom Platform for telemedicine


• Competent in Epic, Meditech and Cerner EMR's


• Data Collection and Reporting


• Works closely with the Behavioral Telehealth Program Manager

Administrative Assistant/Programs Coordinator:

• Schedules meetings including reserving meeting room and inviting attendees; Maintains calendar and schedules appointments; Performs variety of duties related to special projects to ensure implementation and follow-through;


• Coordinates scheduling and agenda preparation of meetings; Serves as note taker and prepares and distributes minutes; Replaces and inserts revisions to Radiation Safety Program Manual, and department copies of hospital-wide manuals; Assists with research for technical documents; Assists with the process of typing/ revising policies and procedures; Maintains master copies of forms and makes copies for adequate on-hand supply; Provides secretarial support for the maintenance of the facility's Radioactive Materials License with the State of Kansas; Maintains working knowledge of applicable laws and regulations as they relate to assigned responsibilities. Coordinates scheduling and agenda preparation of Radiation Safety Committee meetings; serves as note taker and prepares and distributes minutes; replaces and inserts revisions to Radiation Safety Program Manual.


• Manages Personal Dosimetry (Film Badge) program including acquisition, submission, and distribution of badges; Distributes badge reading reports as required; Requests and obtains specialized reports as requested; Assures dosimetry records are retained as required by law; Facilitates annual registration of radiation devices with the Kansas Department of Health and Environment. Coordinates the Cancer Resource Room by maintaining inventory logs; checking out and checking in materials; Facilitates review of new materials by designated individuals; Ensures general upkeep of the room. Receives/distributes mail, answers phones, screens and directs caller's retrieves records from storage; and maintains reception/waiting area.


• Supervises and coordinates activities of the Cancer Support Programs to assist patients and their families with personal, social or environmental needs such as providing new patient orientation, information pamphlets, referrals to other programs, wigs, and other supportive services; Prepares New Patient Packets with vital information and distributes to patients; Promotes the Be Our Guest program appropriately to Cancer Center patients who could benefit from it; Coordinates Be Our Guest room arrangements and payments between patient and hotel personnel; Tracks program utilization. Assist patients with cancer policies, financial assistance from a variety of entities, and completes FMLA paperwork


• Serves as contact person and internal coordinator for programs of the American Cancer Society and Cancer Council of Ellis County (Relay For Life; Look Good, Feel Better; Nutritional supplements; etc.); Facilitates programs (Communicates, schedules events, reserves rooms, assists with set-up, etc.); Completes required service intake forms; Assists in program development for the maximum benefit of cancer patients.


• Receives patient referral requests, mostly from other physicians for patient consultations with radiation oncologist; Performs necessary steps to "enter patient into system"; Schedules patients for consults, simulation, treatment, follow-up exams, etc.


• Assures patient chart is prepared and maintained; Files new information into chart as attained; Acquires essential medical records including x-ray films and reports of imaging studies, pathology reports, surgical records, and other pertinent components; Returns original records to provider, particularly x-ray films, when no longer needed; Distributes physician communications; Maintains patient chart and film records appropriately for retrieval, archival integrity, and security; Responds to requests for copies of patient information, submitting and documenting as appropriate; Enters patient data into computerized record.


• Obtains patient billing information for charge submission; Collects procedural occurrences and submits procedures to hospital billing system and physician billing service; Tallies, submits and tracks procedural volume for statistical purposes; Performs receptionist duties by greeting and welcoming customers to the department.


• Enters treatment completion information into patient database; Retrieves information for statistical purposes; Ensures integrity of data.


• Assists with public relations, vendors, outside consultants, etc.

JOB REQUIREMENTS

Office Coordinator:
Preferred:

• BLS certification preferred




• Additional certification may be required for certain patient care settings or populations.




• Bachelors degree preferred.




• Clinic office/office management experience.

CCM Program Coordinator/Navigator

Required:

• Successful completion of a nurse assistant training program or of an accredited certified medical assistant training program by the Commission on Accreditation of Allied Health Education Programs (CAAHEP), National Healthcare Association (NHA) or the Accrediting Bureau of Health Education Schools (ABHES)


• Knowledge of general nursing assistant/medical assistant functions.


• Excellent communication skills.


• Ability to multitask.


• Organization skills.


• Basic computer skills.


• Current nursing assistant certification in the State of Kansas or current certified medical assistant certification by the Certifying Board of the American Association of Medical Assistants (AAMA)


• BLS certification required or must complete BLS certification with in the first two weeks of employment.

Imaging Office Coordinator:

Required:

• High school graduate or equivalence required.

Preferred:

• Experience in medical terminology.


• Experience in advocating for resources, promote efficient, effective, safe and compassionate care based on current standards of practice.


• Ability to promote shared decision making, professional autonomy, and provide administrative leadership.


• Demonstrates effective communication to keep staff informed and coordinate activities.


• Additional certification may be required and specific information and the timeframe in which such certification must be attained will be provided by the department director/manager/supervisor at time of hire/transfer into department.

Rehab Office Coordinator:

Required:

• High school diploma or equivalent.

Preferred:

• Three years of clerical experience.


• Basic computer knowledge.


• Knowledge of basic information system operations.


• Knowledge of general office functions and familiarity with organization, functions, policies, regulations and procedures of the medical center as they relate to rehabilitation services.


• BLS certification.


• AED and basic first aid training.


• Additional certification may be required for certain patient care settings or populations. Specific information and the timeframe in which such certification must be attained will be provided by the department director/manager/supervisor at time of hire/transfer into department.

Hospice Office Coordinator:

Preferred:

• Bachelor's degree in human services, social work or health related field is preferred.


• A health occupational background check will be conducted.


• Must be efficient in computer operations including Microsoft Word, Excel, and Access and database management.


• Excellent communication skills both written and verbal.


• Health Occupational Health background check required within two weeks of hire.

KS Heart and Stroke Collaborative Office Coordinator:

Required:

• Successful completion of a nurse assistant training program or of an accredited certified medical assistant training program by the Commission on Accreditation of Allied Health Education Programs (CAAHEP), National Healthcare Association (NHA) or the Accrediting Bureau of Health Education Schools (ABHES).


• Knowledge of general nursing assistant/medical assistant functions.


• Excellent communication skills; ability to multitask; organization skills; basic computer skill


• Current nursing assistant certification in the State of Kansas or current certified medical assistant certification by the Certifying Board of the American Association of Medical Assistants (AAMA).


• BLS certification required or must complete BLS certification with in the first two weeks of employment.

HIPAA: This position will have access to the following Protected Health Information in order to carry out the duties related to their position based on the following criteria:

Primary - required (routine) to do the job;
Secondary - required for the job, but mostly be exception; and
None - no approved access

Description of Information; Level

Primary:

• Patient Demographic Information (information used to identify a person): Name, Date of Birth, Address, Race, Marital Status, Religion




• Financial Information/Insurance (information related to insurance, billing and payment): Billing Information, Payer Name, Payer ID, Account Balances, Plan Elements Covered, Payment Information, Payment Rates




• Coding Information (clinical information that is in (alpha) numeric format): ICD-9 Codes, Rev Codes, CPT Codes

Secondary:

• Clinical Information (information that describes a patient's health status): Diagnosis, Reports/Medical Notes, Test Results, Problem List, Procedures, History and Physical

Infection Control:
Initial and Ongoing training in dealing with infection control.Training's could include but are not limited to, blood borne pathogens, bodily fluids and bio hazardous materials as it applies to your daily work environment.

Time Type:

Full time

Job Requisition ID:

R-5292

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