Office Coordinator-IHA Health Services Corp

Job Description

Job Title: Office Coordinator

Company: IHA Health Services Corp

Location: Pinckney, MI

Pay:

AI Pay Analysis: To analyze the competitiveness of the hourly rate for an Office Coordinator in Pinckney, MI, it’s essential to consider regional economic factors and industry benchmarks. As of 2023, Office Coordinators in similar positions across Michigan typically earn between $15 to $25 per hour, depending on factors like experience, company size, and specific responsibilities. If the hourly rate you have is within or above this range, it can be considered competitive; however, if it falls below, it may not align with industry standards, particularly if job duties are extensive or require specialized skills. Overall, comparing your figure against these averages will provide insight into its competitiveness.

Job description:
This position is tasked with supervising various operational functions including Medical Reception, Medical Records, and potentially Clinical Staff, all aimed at fostering an effective team environment. The role typically operates in settings where a Practice Manager oversees multiple office locations.

Essential Job Functions:
– Ensure that patients receive friendly and efficient service by supervising the medical reception staff and planning operational processes within the front desk department. Collaborate with other managers to achieve operational goals.
– Address more complex patient reception and medical records challenges, as well as insurance-related issues.
– Supervise medical records and reception staff, and in some locations, clinical personnel, to ensure smooth day-to-day operations. Foster an approachable atmosphere that encourages feedback and resolves patient concerns.
– Oversee workflow optimization, consistently suggesting process improvements to enhance the customer experience.
– Maintain thorough and prompt communication with office leadership, providers, triage, and staff regarding daily operational issues; develop clinical protocols to ensure compliance with federal regulations as necessary.
– Organize scheduling for reception and medical records staff; manage employee schedules and PTO using IHA’s electronic timekeeping system, and collaborate with the Practice Manager to approve or decline PTO requests.
– Develop and maintain training materials for new employees, ensuring they are current with procedures.
– Keep department staff informed of new guidelines and essential information required for their roles.
– Manage the ordering and maintenance of office supplies for the front office.
– Collaborate with the Practice Manager in hiring and training department staff, conducting performance reviews, and providing ongoing coaching; document employee interactions and resolve issues related to patients and staff.
– Assist in budget development and oversight for the office.
– Conduct clerical audits, both internal and external, for the office.
– Stay informed about provider schedules to facilitate efficient scheduling by training staff on daily scheduling practices.
– Provide timely feedback to staff and maintain knowledge of office services, billing, and managed care operations.
– Ensure the proper administration of the Patient Satisfaction survey process in conjunction with the Practice Manager, coordinating the collection of required surveys by instructing reception staff.
– Actively participate in front office functions by performing the duties of a Medical Receptionist regularly, including answering phones, relaying messages, and scheduling appointments.
– Greet individuals arriving at the office courteously and assist in meeting their needs. Obtain necessary patient registration information, verify insurance eligibility, prepare charts for visits according to IHA protocols, and notify clinical staff of patient arrivals. Complete patient encounter forms and collect payments while posting charges to the billing system as needed. Retrieve and file EMR/paper charts and miscellaneous reports.
– Attend monthly Reception Leadership meetings and communicate updates to staff and leadership during regularly scheduled meetings.
– Provide support to other offices, attend required meetings and training sessions, and participate in committees as requested.
– Assume additional responsibilities as required.

Organizational Expectations:
– Foster a positive, professional, service-oriented work environment for staff, patients, and family members, supporting the mission and values of IHA and Trinity Health.
– Collaborate effectively as a member of the office reception and medical records team.
– Complete IHA’s “The Customer” training and adhere to standards of providing high-level service and respect to internal and external customers.
– Maintain comprehensive knowledge of IHA standards, policies, and procedures.
– Be knowledgeable about office services and proficient in using all relevant office equipment and systems.
– Uphold strict confidentiality of patient and employee information in compliance with IHA and HIPAA guidelines.
– Serve as a role model by demonstrating exceptional skill and willingness to undertake new responsibilities. Embrace innovative ideas and respect cultural diversity.
– Utilize resources efficiently.
– If applicable, engage in ongoing professional development, maintaining necessary licensure/certification and continuing education credentials, while participating in available learning opportunities.

Measured By:
– Performance that aligns with or surpasses the IHA CARES values as outlined in the IHA Performance Review document relevant to the position.

Essential Qualifications:
Education: High School diploma or equivalent, with applicable college coursework or seminars in management and supervision. An Associate or Bachelor’s degree in a relevant field (Management, Healthcare Administration, etc.) is preferred.

Credentials/Licensure: Office Coordinators training Medical Assistant staff must be credentialed as a Medical Assistant by one of the following certifying agencies:
– American Association of Medical Assistants (CMA)
– American Medical Technologists (RMA)
– National Center for Competency Testing (NCMA)
– National Healthcareer Association (CCMA)
– National Association of Health Professionals (NRCMA)
– American Medical Certification Association (CMAC)

Minimum Experience: A minimum of 5 years of experience in a Medical Office setting with responsibilities in Reception or Cross-Trained Medical Assisting. Prior supervisory experience is strongly preferred.

Position Requirements (Abilities & Skills):
– Proven ability to work independently and supervise office staff under the general oversight of the Practice Manager.
– Capability to effectively manage the functional area within the Medical Office, offering feedback and guidance to staff while addressing complex patient reception, medical records, and insurance issues.
– Knowledge of patient care procedures and organizational policies related to position responsibilities.
– Proficiency in medical terminology.
– Ability to perform necessary mathematical calculations related to job duties.
– Competency in utilizing desktop and Windows-based computer systems, including electronic medical records, EPIC, email, e-learning, intranet, Microsoft Word and Excel, and other software as required.
– Excellent written and verbal communication skills, with proper phone etiquette and the ability to address groups, either in-person or virtually.
– Ability to collaborate in a team-oriented environment with a courteous and friendly demeanor.
– Skill in engaging effectively with various organizational levels and diverse populations, including IHA staff, providers, family members, insurance carriers, vendors, external customers, and community groups.
– Willingness to cross-train in different practice areas to ensure smooth operational flow.
– Strong organizational and time management abilities to handle multiple priorities effectively.
– Capacity to exercise sound judgement and problem-solving skills, particularly in resolving staffing and complex patient reception and medical records challenges.
– Commitment to maintaining confidentiality of patient and organizational information.
– Knowledge of compliance in clinical care, patient privacy, and best practices in medical office operations.
– Willingness to travel to other office locations for meetings and training.
– Successful completion of IHA competency-based program within introductory and training periods.

Minimum Physical Expectations:
– Frequent physical activity involving keyboarding, phone work, and charting.
– Extended periods working on a computer.
– Physical tasks including sitting, walking, standing, bending, stooping, reaching, climbing, kneeling, and twisting.
– Occasional lifting, pushing, or pulling of up to 30 lbs.
– Specific vision abilities including close vision, depth perception, peripheral vision, and the capacity to adjust and focus.
– Manual dexterity sufficient for operating a keyboard, photocopier, telephone, calculator, and other office equipment.
– Adequate hearing and speaking abilities to conduct business over the phone or face-to-face for extended periods in English.

Minimum Environmental Expectations:
This role is situated in a medical facility which requires regular walking to various locations within the hospital/clinic. Employees will interact with patient care equipment and may encounter hazardous materials, including bloodborne pathogens and bodily fluids. Exposure to sharps, x-rays, patients’ conditions, and potentially unpleasant sights, smells, and contagious diseases is possible. The position necessitates significant interaction with individuals who may be distressed, injured, or ill, which can be stressful and lead to competing priorities.

Job Posting Date: Fri, 22 Nov 2024 23:14:37 GMT

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