Office Coordinator-Urgent Care-IHA Health Services Corp

Job Description

Job Title: Office Coordinator-Urgent Care

Company: IHA Health Services Corp

Location: Ann Arbor, MI

Pay:

AI Pay Analysis: To assess the competitiveness of the hourly rate for the “Office Coordinator-Urgent Care” role in Ann Arbor, MI, one must consider regional wage standards and industry benchmarks. Typically, office coordinators in urgent care settings earn between $16 to $25 per hour, depending on experience, specific duties, and employer size. In Ann Arbor, given its cost of living and healthcare demands, a rate on the higher end of this spectrum would be competitive, especially for candidates with relevant experience or specialized skills. Therefore, if the offered rate is within or above this range, it would be considered competitive and aligned with industry standards for the area.

Job description:
This position plays a vital role in managing designated areas of the office in collaboration with the Practice Manager. The primary focus is to ensure that patients receive friendly and efficient service while maintaining an optimal workflow within the office. This role necessitates close cooperation with fellow supervisors to achieve operational goals established by practice leadership. This position typically operates in an environment where the Practice Manager oversees multiple office locations.

KEY RESPONSIBILITIES:

– Oversee patient reception by ensuring exceptional service delivery, supervising medical reception staff, and coordinating the implementation of operational processes at the front desk in collaboration with other managers to meet operational objectives.
– Manage intricate patient reception issues, medical records challenges, and insurance inquiries with professionalism and efficiency.
– Ensure the smooth day-to-day operations of assigned areas, driving fiscally responsible practices and fostering a customer-friendly environment. Be approachable and ready to provide constructive feedback to staff while resolving issues for patients.
– Optimize workflow through strategic oversight and provide continuous process improvement suggestions aimed at enhancing the customer experience.
– Maintain thorough communication with office leadership, providers, triage, and staff concerning any issues impacting daily operations; develop clinical protocols as necessary to ensure adherence to federal regulations.
– Regularly update and manage staff schedules and paid time off (PTO) requests in IHA’s electronic timekeeping system, in collaboration with the Practice Manager.
– Organize and maintain training materials for new hires, ensuring that all materials reflect current procedures.
– Keep department staff informed about new policies and guidelines necessary for their roles.
– Oversee the procurement and maintenance of office supplies for the front office.
– Collaborate with the Practice Manager in hiring, training, conducting performance reviews, and providing ongoing coaching to department staff, while documenting interactions and resolving both patient and staff concerns.
– Assist in the development and monitoring of the office budget.
– Conduct routine clerical audits, both internal and external, for the office.
– Maintain awareness of provider schedules and facilitate efficient appointment scheduling through effective training and monitoring.
– Provide staff feedback as needed and maintain comprehensive knowledge of office services, billing, and basic services related to managed care.
– Ensure the implementation of the Patient Satisfaction survey process in accordance with established guidelines, coordinating with the reception staff to guarantee the collection of the requisite number of surveys for each provider.
– Actively support front office operations by performing Medical Receptionist duties when necessary, including answering calls, relaying messages, and scheduling appointments.
– Greet all visitors to the office warmly and assist in meeting their needs, collecting necessary patient information, verifying insurance eligibility, preparing patient charts, and notifying clinical staff. Complete patient encounter forms, assist with payment collection, and file records as needed.
– Provide support to other offices, participate in required meetings and training sessions, and engage in committee work as requested.
– Assume additional responsibilities as required.

ORGANIZATIONAL EXPECTATIONS:

– Foster a positive, professional, and service-oriented work culture for staff, patients, and family members, aligning with the IHA CARES mission and core values.
– Collaborate effectively as part of the office management team.
– Complete IHA’s “The Customer” training and uphold IHA’s standards for prompt, respectful service to all customers.
– Remain knowledgeable about and adhere to IHA standards, policies, and procedures, including the Employee Handbook.
– Maintain a thorough understanding of office services and proficiency in the use of relevant office technology, both electronic and manual systems.
– Uphold strict confidentiality of patient and employee information in accordance with IHA and HIPAA guidelines.
– Act as a role model in demonstrating initiative and willingness to take on increased responsibilities, embracing new ideas and respecting cultural variations.
– Utilize resources efficiently.
– If applicable, maintain ongoing professional development through appropriate licensure or certification and participate in learning opportunities.

MEASUREMENT OF PERFORMANCE:

Performance will be evaluated based on alignment with IHA CARES Values as detailed in the IHA Performance Review document, relative to the position.

ESSENTIAL QUALIFICATIONS:

– EDUCATION: Associate’s degree preferred; High School diploma or equivalent with relevant college coursework or training in management and supervision is required. An Associate’s or Bachelor’s degree in a relevant field (Management, Healthcare Administration, etc.) is highly desirable.

– CREDENTIALS/LICENSURE: None required.

– MINIMUM EXPERIENCE: At least 5 years of experience in a medical office setting, including reception or cross-trained medical assisting duties. Prior supervisory experience is strongly preferred.

POSITION REQUIREMENTS (ABILITIES & SKILLS):

– Proven ability to work independently, supervising office staff under the general guidance of the Practice Manager.
– Competency in effectively managing and supervising specific functional areas within the medical office (Reception, Medical Records) and addressing complex patient issues.
– Comprehensive knowledge of patient care protocols and organizational policies pertinent to the role.
– Proficient in medical terminology.
– Aptitude for performing mathematical calculations essential to job tasks.
– Proficiency in operating standard desktop and Windows-based systems, including electronic medical records, NextGen, email, e-learning platforms, Microsoft Word, and Excel.
– Excellent communication skills, both written and verbal, including proper telephone etiquette and public speaking ability.
– Strong capability to work collaboratively in a team-oriented environment, demonstrating a courteous and friendly demeanor.
– Ability to interact effectively with diverse groups, including IHA staff, providers, patients, insurance companies, vendors, and community members.
– Willingness to cross-train in other practice areas to ensure operational continuity.
– Superior organizational and time management skills to balance multiple priorities effectively.
– Proficient in exercising sound judgment and problem-solving skills to resolve staffing and complex patient-related issues.
– Commitment to handling patient and organizational information with confidentiality.
– Familiarity with compliance matters related to clinical care, patient privacy, and best practices in medical office operations.
– Willingness to travel to various office locations and participate in meetings and training sessions as required.
– Successful completion of the IHA competency-based program during the introductory and training period.

MINIMUM PHYSICAL EXPECTATIONS:

– Frequent physical activities including keyboarding, phone work, and charting.
– Extended periods of computer-related work.
– Physical activities include sitting, standing, walking, bending, reaching, and lifting/pushing/pulling up to 30 lbs.
– Specific vision abilities to include close vision, depth perception, and peripheral vision.
– Adequate manual dexterity to operate various office equipment.
– Ability to have prolonged conversations over the telephone or in person, in English.

MINIMUM ENVIRONMENTAL EXPECTATIONS:

This role operates within a medical facility requiring regular movement to different areas of the hospital or clinic. Employees may encounter patient care equipment, hazardous materials, and bodily fluids. There is potential exposure to sharps, x-rays, and various patient conditions, which may include unpleasant sights, sounds, and contagious diseases. The position entails significant interaction with individuals in distress, which can create a high-stress environment with competing priorities.

Job Posting Date: Sun, 10 Nov 2024 00:52:50 GMT

Apply now!