Practice Coordinator

Description

JOB SUMMARY

Responsible for assisting Practice Manager in managing the daily operations of assigned physician specialty practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist Practice Manager in an administrative capacity within a physician specialty practice, both operationally and fiscally.
• Function as a Patient Services Representative when necessary to include all duties of Patient Services Representative job description.
• Identify self to internal and external customers by wearing identification badge at all times.
• Greet patients with courtesy and respect. Answer questions and direct requests appropriately and efficiently.
• Receive, place and transfer calls using appropriate telephone etiquette; handle telephone request with courtesy and accuracy. Accurately take and distribute messages.
• Request changes for the scheduling and billing system as directed by Practice Manager.
• Assist in planning, implementing and administering medical programs and services, including personnel administration, training, and coordination of medical, nursing and other staff.
• Assist in directing, supervising and evaluating work activities of medical, nursing, technical, clerical, and other personnel.
• Assist in monitoring physician and staff attendance at mandatory training sessions.
• Collect, review and authorize all timesheets, timecards and other payroll data, as indicated. Meet prescribed deadlines for submission.
• Collect and distribute paychecks and reimbursements, to staff and physicians, as indicated. Include detailed IDP information as needed.
• Assist in reviewing and analyzing financial statements, receivables reports, balance sheets, and physician and mid-level provider production reports.
• Maintain knowledge of each physician pay sources, referring physicians and market resources.
• Assist in reviewing and authorizing expenditures. Coordinate financial reporting and accountability of such.
• Assist in establishing rates for services, based on department specific protocol. Track collections, payments and identify ways to improve financial success.
• Identify, order, pick-up, deliver medical and non-medical related supplies and materials, as needed.
• Assist in developing, implementing and maintaining organizational policies and procedures for each department.
• Assist in managing and improving practice environment. Identify, report and request maintenance assistance for work orders. Follow-up as required.
• Assist in monitoring the use of diagnostic services and staff to ensure effective use of resources and assess the need for additional staff, equipment, and services.
• Utilize computerized record and data management systems to process data, such as claims activities and payments, and to produce reports. (i.e., Desktop Query, claim system, A/R reports, financial databases, etc.)
• Research and resolve denied claims. Communicate claim resolution to the Practice Manager for error correction, submission of appropriate documentation, authorization for charge adjustment, etc. Follow-up to ensure claim processed accordingly.
• Assist in reviewing and identifying issues for the Practice Manager in regard to unpaid or suspended claims. Collaborate on strategies for prompt payment.
• Primarily responsible for identifying denied claim trends. Research, resolve and implement front-end solutions where applicable.
• Review charges, fees and carrier allowable annually. Compile and distribute updated information as applicable.
• Assist in monitoring and managing charge entry for billing consistency, efficiency and effectiveness. (Charge lag, overrides, context edits, etc.)
• Accountable for the completion of the Missing Services Report (MSR) and Credit Manager Report (CMR), and Manager Denial Report for the department.
• Assist in establishing work schedules and assignments for staff and physicians. (i.e., on-call schedules, managing physician and staff time-off, other coverage issues, etc.)
• Develop and foster professional relationships with other MCC departments. Collaborate and coordinate with MCC departments and staff for the operational and financial needs of each department and/or physician.
• Monitor and ensure compliance between departments, physicians, staff and regulatory guidelines.
• Organize, implement, and ensure completion of Compliance-mandated protocols, including: Annual and Specific Compliance Training, OSHA/Biohazard training and checklists, as well as, all other departmental checklists.
• Assist in the development of educational materials, organize and conduct in-service training. (Coding, insurance and/or reimbursement changes, including other training, updates and changes).
• Maintain communication between physicians, staff and other departments by attending meetings and coordinating interdepartmental functioning.
• Monitor the registration of all patients, demographic and insurance information.
• Assist in answering correspondence received from attorneys and insurance companies. This includes formulating replies to requests for patient’s future medical expenses estimates.
• Manage the scheduling of all depositions, conferences, and meetings with attorneys or rehabilitation nurses so as not to interfere with surgeries or patient schedule. Always log in surgery book.
• Manage and verify workers compensation cases including appropriate documentation, verification and follow up.
• Produce and deliver invoices for all special reports to attorneys and attorney depositions/conferences; post checks received and update patient notes accordingly.
• Assist in monitoring patient reminder appointment telephone calls and no-show rates.
• Monitor and ensure staff compliance with parking guidelines and regulations.
• Maintain awareness of advances in medicine, computerized diagnostic and treatment equipment, data processing technology, government regulations and health insurance changes.
• Develop and maintain departmental buck and/or charge slips, as directed.
• Assist in monitoring compliance with specific regulatory guidelines, such as HIPAA, Starke Laws, Fraud and Abuse, and safety daily.
• Hand-deliver all notices, correspondence and voting materials requiring physician signature or immediate attention, as directed.
• Be within immediate contact of Practice Manager at all times, via telephone, email, or in person.
• Perform tasks and duties of absent staff members, as needed.
• Attend events and other MCC functions as appropriate.
• Assure that appropriate insurance authorizations have been performed prior to scheduled surgeries.
• Track laboratory, pathology and x-ray results and communicate to patient, after physician* instruction. Assure all ancillary study results have been received, reviewed and any issues resolved.
• Perform preparatory information and request authorization when appropriate.
• Anticipate departmental needs and improve office efficiency by assisting other staff as necessary. 

*Physician has the option to delegate this responsibility to a mid-level provider.

CORPORATE CULTURE RESPONSIBILITIES

• Follow established corporate and department-specific policies and procedures.
• Attend all corporate and department-specific required training.
• Uphold MCC’s Purpose, Values, and Vision. 
• Abide by MCC’s Corporate Culture Responsibilities.
• Perform other duties as may be assigned cheerfully and willingly.

Requirements

EDUCATION/EXPERIENCE REQUIREMENTS

• Minimum education requirement is a high school diploma or GED.
• One (1) year of experience in a healthcare environment, preferably in a physician practice, required.
• Six (6) months of supervisory experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Display customer services skills, strong interpersonal skills, close attention to detail, and excellent verbal and written communication skills.
• Be a person of integrity and character, willing to embrace change and make a positive impact in the lives of patients and co-workers.
• Ability to work with staff members at all levels of the organization in a cooperative, team-oriented manner.
• Displays computer proficiency (i.e. PC windows and MS Office environment) and ability to quickly learn new applications. Preferred ability of typing 40 cwpm.
• Proficient in use of English language both in written and verbal communication.
• Must be able to communicate with individuals of varying socio-economic backgrounds.
• Displays ability of giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Professional demeanor and recognition of privacy considerations for patients and families.
• Must be able to accurately prioritize multiple tasks.

PHYSICAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

• Strength (Lift/Carry/Push/Pull): Sedentary (exerting up to 10 pounds of force occasionally)
• Standing/Walking: Occasionally; activity exists up to 1/3 of the time
• Keyboarding/Dexterity: Frequently; activity exists from ¾ of the time
• Ability to look at a computer screen for extended periods.
• Ability to perform constant repetitive hands and finger motions.
• Ability to work in various positions (standing, sitting, bending, and walking) for extended periods of time.
• Talking (Must be able to effectively communicate verbally): Yes
• Seeing: Yes
• Hearing: Yes

EMOTIONAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

• Must exhibit stable work behaviors daily.
• Must possess adequate individual coping skills.
• Ability to remain calm and professional regardless of workload or time constraints.
• Must be able to work under stress and remain calm and professional.

WORK ENVIRONMENT

• Clinical office environment.
• Exposed to frequent and constant interruptions in daily functions/schedule.
• Must be available to customers and staff throughout the day.
• May be required to work extended hours to meet department needs.