Sr. Medical Office Coordinator; Anesthesiology & Critical Care Medicine

Overview

We are seeking a Sr. Medical Office Coordinator who will provide clinic support to the Chronic Pain Clinic satellite sites and scheduling support for patients needing OR procedures and surgeries. Serve as the office’s advocate and troubleshooter for patients, patient families, referring physicians, and third-party carriers with regard to patient-related issues. Maintain scheduling system templates for the multiple clinics. Represent the Division in communicating professionally with faculty, administrators, staff, and external contacts to respond to questions and resolve administrative problems and issues as needed.

Interpret operating policies of the University and the Hospital. Act proactively and independently, exercise good judgment, think creatively to manage complex projects, and have the ability to work with multiple interruptions while staying on task. May perform duties of a sensitive and confidential nature.

• Registration
  • Verify and enter pre-registration and insurance information into the computer system and prepare daily printed schedules for designated areas. Obtain and/or verify patient's demographic data by phone or in person.
  • Confirm appointments by telephone and/or mail. Fill appointment vacancies due to cancellations.
  • Obtain pre-certifications as required by patients  health care insurers or managed care providers. Register patients for clinical appointments using computerized database.
• Scheduling
  • Schedule patients for consultation and follow up in the Chronic Pain Clinic using Epic system for medical examinations and consultations.
  • Proactively seek to schedule/reschedule patients for efficient utilization of resources (e.g., backfill to cover cancellations or add urgent appointments).
  • Schedule OR procedures for chronic pain and at JHOC and Satellite clinics.
• Template Management
  • Act as Certified Template Builder for the Division, provide long-term template management and adjustments, maintain template standards, continual template analysis and improvement, protocol management.
  • Responsible for setting of Epic templates for all of the satellite site physicians in both Cadence and Optime.
• Patient’s medical records
  • Ensure all patients records are handled in a confidential manner.
  • Regularly print and prepare medical questionnaire forms and other information according to departmental guidelines.
  • Ensure that the patients fill the appropriate forms upon arrival.
• Check-out
  • Ensure that the patients check out after consultation and make their follow-up bookings online.
  • Scan all the medical records and store them in Epic after the doctor’s visit.
  • Store the patient’s hard copy records in a safe and secure place.
• Phone, fax and email
  • Answer phones and provide routine information to callers.
  • Call patients to remind them of scheduled visits and procedures or follow up on missed appointments and procedures.
  • Relay telephone messages to the clinic team and follow up with the patients to ensure that their needs are met to satisfaction.
  • Manage all emails relating to Chronic Pain clinic and liaise with different departments to ensure that the patients are booked as requested.
  • Liaise with the doctors and the NPs to manage all incoming and outgoing fax messages regarding authorizations, patient records and insurance.
• Procedural and OR Scheduling
  • Follow department protocols, reach out to and schedule patients for procedures and surgeries as ordered by attending physicians.
  • Relay pertinent information and instructions regarding preparation, arrival, and departure from procedure/surgeries.
  • Customer service – offer friendly, courteous assistance to every patient to ensure a positive, professional experience whether in-person, on the phone or email.
  • Relay information to patients regarding preparation for these appointments.
  • Accurately verify referral and authorization information and enter into the computer system according to departmental guidelines.
• Financial Clearance
  • Verify financial information and submit pre-authorization requests as needed.
  • Collects time of service payments, issues receipts, and prepares cash settlement records.
  • Discusses patient charges, if appropriate, with patients…