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JOB SUMMARY
The Visit Coordinator is to provide direct and indirect clerical/appointment support to the clinical team.
Responsible for pre-registration, financial determination, appointment scheduling, and coordinating of all front office and registration functions as part of one or more clinical teams.
Serves as liaison between clinical teams and other staff, other agencies, and patients.
JOB DUTIES AND RESPONSIBILITIES
Patient Scheduling and Registration
Works cooperatively with any triage nurse to assure that the clinician sees patients as quickly as possible
Accurately schedules patients ensuring that schedule reflects appropriate clinician and effective use of clinical hours
Monitors no-shows/cancellations for available slots where walk-ins or add-ons can be placed
Pre-registers all patients asking and recording answers to all pre-registration questions
Removes the day’s cancellations from the computer
Check In
Greets patients and visitors in a prompt, courteous, and helpful manner
Enters all demographic and financial information into the system accurately
Performs financial transactions at the time of the visit including collecting all co-payments
Assists patients in obtaining records from other facilities, including getting appropriate signatures on medical records release forms
Check Out
Performs financial transactions at the time of the visit
Accurately closes the day and balances cash bag
Phones
Answers telephones, handling calls as needed and taking messages when appropriate.
Maintains appropriate boundaries concerning medical advice, patient triage and priority of communication to clinicians; refers calls to the triage nurse for all issues outside of routine appointments, refill requests or test result messages
Patient Program Coordination
Evaluate financial status of all patients
Determine patient eligibility for appropriate programs
Assist patients with enrollment applications
Follow up on all pending applications to ensure enrollment process is completed
Educate the patient regarding financial responsibility and SCHC policies regarding payment
Assist in training as needed
Health Information Services Duties (Satellite Visit Coordinator)
Maintenance of patient records in the EMR
Accurately pulls and delivers patient paper charts requested by clinical teams, Administration, and other authorized in-house personnel
Accurately performs data entry and retrieval on computers as needed, including making appropriate changes in chart activity status and performing chart tracking functions
Answers telephone calls for patient chart requests, reports, and additional information needed by authorized personnel
Provides assistance to patients and patient representatives with completion of medical records release forms
Other Duties
Expected to consult frequently with the Lead Visit Coordinator and clinical teams to inform the clinician of the information given or actions taken
Communicates frequently with the clinical team regarding patient requests, scheduling issues or other aspects of duties
Effectively maintains and protects the confidentiality of all medical records and patient information
Attend seminars and trainings to maintain current knowledge or financial programs
Maintain accuracy of patient demographics and financial information in current system
Prepares for next day’s clinic
Alerts Visit Coordinator Team Leader or designated person to needed supplies/equipment
Reports any safety hazards
Keep work and lobby areas tidy
Perform other duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES
Average proficiency using a computer to accomplish work
High level of skill in maintaining calm, professional, courteous and helpful demeanor in times of stress
Skill in making appropriate decisions to benefit patients and meet SCHC objectives
Ability to prioritize work and complete it on a timely basis with minimal supervision
Strong customer service approach to problem solving situations
Ability to read, write, understand and spell English and medical terminology correctly
Strong math skills
EDUCATION & EXPERIENCE
High school diploma required or equivalent
Ability to read, write, understand and spell English and medical terminology correctly
Excellent people skills and customer service orientation
Basic Computer or keyboarding skills
Typing 35 WPM or above
PREFERRED QUALIFICATIONS
Experience working with common health care programs
Experience working with patient registration procedures
Basic knowledge of medical or dental terminology