Office Coordinator-IHA Health Services Corp

Job Description

Job Title: Office Coordinator

Company: IHA Health Services Corp

Location: Rochester Hills, MI

Pay:

AI Pay Analysis: To assess the competitiveness of the hourly rate for an Office Coordinator in Rochester Hills, MI, it is essential to consider several factors such as local labor market trends, cost of living, and industry standards. As of 2023, the average hourly wage for an Office Coordinator in the Midwest typically ranges from $18 to $25, depending on experience, responsibilities, and the specific employer. If the rate you have falls within this range, it can be considered competitive; however, if it is significantly lower, it may not align well with market expectations. Additionally, examining job postings and regional salary surveys can provide further context to determine if the offering is aligned with industry norms and sufficiently attractive to prospective candidates in the area.

Job description:
This position is accountable for managing designated areas of the office in partnership with the Practice Manager. The primary responsibilities encompass ensuring that patients receive courteous and efficient service and maintaining the smooth operation of the office. Collaboration with other supervisors is essential to achieving the operational goals outlined by the practice leadership. This role may involve supervising the Medical Reception, Medical Records, and potentially Clinical Staff, fostering an effective team environment. Typically, this position operates within a structure where a Practice Manager oversees multiple office locations.

Key Responsibilities:
– Ensure patients are met with friendly and efficient service while supervising the medical reception staff, planning, and implementing operational processes for the front desk department, and collaborating with other managers to meet operational objectives.
– Address complex patient reception or medical records challenges, including insurance issues, and supervise the medical records and reception staff and, at some locations, clinical staff to promote a supportive team atmosphere. Oversee daily operations to guarantee efficient, fiscally responsible, and customer-focused procedures. Remain approachable to provide staff feedback and resolve patient issues.
– Optimize workflow by overseeing relevant tasks and offering suggestions for continuous process improvement and enhanced customer experience.
– Maintain thorough and prompt communication with office leadership, providers, triage staff, and coworkers regarding all matters affecting daily operations; develop clinical protocols as required to ensure compliance with federal regulations.
– Regularly schedule reception and medical records staff, manage employee schedules and PTO in the electronic timekeeping system, and approve or decline PTO requests in collaboration with the Practice Manager.
– Organize training materials for new employees and update them to reflect changes in procedures consistently.
– Keep department staff informed of new guidelines and essential information necessary for their roles.
– Oversee the order and maintenance of office supplies for the front office.
– In partnership with the Practice Manager, hire and train department staff, conduct performance reviews, and provide ongoing coaching. Document employee interactions and resolve patient and staff concerns.
– Assist in the development and oversight of the office budget.
– Manage clerical audits, both internal and external, for the office.
– Maintain awareness of provider schedules to facilitate efficient appointment scheduling through training and monitoring of daily schedules.
– Provide necessary feedback to staff and retain comprehensive knowledge of office services, billing, and managed care basic services.
– Collaborate with the Practice Manager to ensure the Patient Satisfaction survey process is administered per established procedures, coordinating the collection of required surveys for each provider.
– Actively participate in front office duties as a Medical Receptionist, including answering phones, relaying messages, and scheduling appointments.
– Greet all individuals entering the office with courtesy and assist in addressing their needs. Collect necessary patient registration information, verify insurance eligibility, prepare charts in compliance with IHA protocols, and inform clinical staff of patient arrivals. Complete patient encounter forms, collect payments, and potentially post charges to the billing system. Manage the retrieval and filing of EMR/paper charts and miscellaneous reports.
– Attend monthly Reception Leadership meetings to provide staff and leadership updates during scheduled meetings.
– Support other offices, attend required meetings, training, and participate in committees as requested.
– Undertake additional duties as necessary.

Organizational Expectations:
– Foster a positive, professional, and service-oriented work environment for staff, patients, and families by supporting the mission and values of both IHA and Trinity Health.
– Collaborate effectively with the office reception and medical records team.
– Successfully complete IHA’s “The Customer” training and adhere to the standard of delivering high levels of service and respect to all customers.
– Maintain knowledge and compliance with IHA standards, policies, and procedures.
– Exhibit complete understanding of office services and effectively utilize all relevant equipment and systems.
– Uphold strict confidentiality concerning patient and employee information in line with IHA and HIPAA guidelines.
– Serve as a role model by demonstrating exceptional capabilities and a willingness to embrace new responsibilities and respect cultural differences.
– Utilize resources efficiently and participate in ongoing professional development, including maintaining relevant licensure/certification and engaging in continuing education opportunities.

Performance Measurement:
– Performance is evaluated based on the fulfillment of IHA CARES Values expectations as articulated in the IHA Performance Review document related to this position.

Essential Qualifications:
– Education: High School diploma or equivalent, with applicable college coursework or seminars in management and supervision preferred. An Associate’s or Bachelor’s degree in a relevant field (Management, Healthcare Administration, etc.) is desirable.
– Credentials/Licensure: Office Coordinators who are training Medical Assistant staff must hold credentials as a Medical Assistant from one of the following certifying organizations:
– 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, encompassing Reception or Cross-Trained Medical Assisting duties is required. Previous 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 a functional area within the Medical Office, offering feedback and guidance to staff and addressing complex reception or medical records challenges.
– Comprehensive knowledge of patient care procedures and organizational policies related to position responsibilities.
– Proficiency in medical terminology.
– Skill in performing mathematical calculations necessary for job functions.
– Proficient with desktop and Windows-based computer systems, including electronic medical records, EPIC, email, e-learning, intranet, Microsoft Word and Excel, and other software as required.
– Exceptional communication skills, both written and verbal, with proper phone etiquette and the ability to present to groups.
– Collaborative spirit with a courteous and friendly demeanor, capable of working effectively with diverse organizational members and populations.
– Ability to cross-train in various practice areas to ensure a smooth operational flow.
– Strong organizational and time-management skills to manage multiple priorities under time constraints.
– Sound judgment and problem-solving capabilities, particularly in resolving staffing and complex patient reception or medical records challenges.
– Capacity to handle sensitive patient and organizational information confidentially.
– Knowledge of compliance aspects related to clinical care, patient privacy, and best practices in medical office operations.
– Willingness to travel to other office locations for meetings and training as needed.
– Successful completion of the IHA competency-based program during the introductory and training period.

Minimum Physical Expectations:
– Regular physical activities may include keyboarding, phone operations, and charting.
– Extended periods may be spent working extensively on a computer.
– Activities often involve sitting, walking, standing, bending, stooping, reaching, climbing, kneeling, and/or twisting.
– Occasional lifting, pushing, or pulling up to 30 lbs.
– Specific vision capabilities should include close vision, depth perception, peripheral vision, and the ability to adjust and focus.
– Sufficient manual dexterity for operating keyboards, photocopiers, telephones, calculators, and other office equipment.
– Must possess adequate hearing and speaking abilities to conduct business over the phone or face-to-face for extended periods.

Minimum Environmental Expectations:
– This position operates within a medical facility and requires regular movement to various locations within the hospital/clinic. Employees will work where patient care equipment is present, and there may be exposure to hazardous materials, including bloodborne pathogens and bodily fluids. Potential exposure to sharps, x-rays, patients’ conditions, and various unpleasant sights, odors, and contagious diseases may occur. This role necessitates significant interaction with individuals who may be anxious, injured, or ill, creating a potentially stressful environment with competing priorities.

Job Posting Date: Fri, 22 Nov 2024 06:12:16 GMT

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