Office Coordinator-Urgent Care-IHA Health Services Corp

Job Description

Job Title: Office Coordinator-Urgent Care

Company: IHA Health Services Corp

Location: Howell, MI

Pay:

AI Pay Analysis: To accurately analyze the hourly rate for the “Office Coordinator-Urgent Care” role in Howell, MI, I would need the specific hourly rate you’re referring to. However, I can provide general insights: Typically, Office Coordinators in the healthcare sector earn between $16 to $25 per hour, depending on factors like experience, specific responsibilities, and local cost of living. Howell, being in Michigan, may have slightly lower or higher averages based on regional economic conditions. If the hourly rate falls within this range, it can be considered competitive; if it exceeds this upper limit, it may indicate a premium position or specialized requirements. For a precise assessment, comparing the rate to local job listings and regional averages would provide a clearer context.

Job description:
This position is responsible for managing designated areas of the office in partnership with the Practice Manager. The primary duties include ensuring that patients receive friendly and efficient service, as well as overseeing the smooth operation of the office. Collaboration with other supervisors is essential to achieve the operational goals established by practice leadership. This role typically operates within an environment where the Practice Manager oversees multiple office locations.

Key Responsibilities:

– Ensure that patients receive friendly, efficient service by supervising the medical reception staff and planning operational processes for the front desk department. Collaborate with other managers to achieve the established operational objectives.
– Address and manage complex issues related to patient reception, medical records, or insurance.
– Supervise the day-to-day operations of assigned areas to guarantee efficient, fiscally responsible, and customer-responsive practices. Maintain approachability and offer constructive feedback to staff while resolving patient concerns.
– Identify and implement tasks that enhance workflow and provide ongoing suggestions for process improvement and customer experience.
– Maintain clear and timely communication with office leadership, providers, triage, and staff regarding matters that affect daily operations, and develop clinical protocols as necessary to ensure compliance with federal regulations.
– Regularly update and maintain staff schedules and paid time off (PTO) records within the electronic timekeeping system; approve or deny staff PTO requests in conjunction with the Practice Manager.
– Organize training materials for new hires and ensure that all training resources are current with any procedural updates.
– Keep department personnel informed of new guidelines and essential information related to their roles.
– Oversee the procurement and maintenance of office supplies for the front office.
– Collaborate with the Practice Manager in hiring, training, and conducting performance reviews for department staff; document employee interactions and resolve issues involving patient and staff relations.
– Assist with the development and management of the office budget.
– Manage clerical audits, both internal and external, for the office.
– Maintain awareness of provider schedules and facilitate scheduling efficiency through training and monitoring of daily schedules.
– Offer feedback to staff as necessary and stay knowledgeable about all office services, billing, and managed care department functions.
– Administer the Patient Satisfaction survey process according to established protocols, ensuring that reception staff distribute the surveys per instructions to collect the required amount for each provider.
– Support the front office operations by regularly performing duties of a Medical Receptionist, which include answering phones, relaying messages, and scheduling and confirming appointments.
– Greet all individuals arriving at the office courteously, assisting in meeting their needs by collecting patient registration information, verifying insurance eligibility, preparing charts according to protocols, and notifying clinical staff of patient arrivals. Complete patient encounter forms, collect payments, and manage billing system charges. Retrieve and file electronic medical records or paper charts as well as miscellaneous reports.
– Provide support to other offices, participate in required meetings and training, and engage in committees as requested.
– Assume additional responsibilities as required.

Organizational Expectations:

– Foster a positive, professional, and service-oriented work environment for staff, patients, and family members by upholding the IHA CARES mission and core values.
– Collaborate effectively as part of the office management team.
– Complete IHA’s “The Customer” training and adhere to the standards of prompt service and respect for both internal and external customers.
– Maintain a comprehensive understanding of and comply with IHA standards, policies, and procedures, including the Employee Handbook.
– Demonstrate proficiency in the office services and operations of all relevant office equipment, as well as computer systems.
– Uphold strict confidentiality regarding patient and employee information in compliance with IHA and HIPAA guidelines.
– Serve as a role model, showcasing exceptional capability and willingness to embrace new responsibilities and diverse ideas.
– Utilize resources efficiently.
– Where applicable, pursue ongoing professional development by maintaining appropriate licensure or certification and participating in educational opportunities.

Performance will be evaluated against IHA CARES Values expectations as outlined in the IHA Performance Review document relevant to the position.

Essential Qualifications:

Education:
– Associate’s degree; high school diploma or equivalent with relevant college coursework or seminars in management and supervision. Preference is given to candidates with an Associate’s or Bachelor’s degree in a relevant field (e.g., Management, Healthcare Administration).

Credentials/Licensure:
– None required.

Minimum Experience:
– A minimum of 5 years of experience in a medical office, with reception or cross-trained medical assisting duties. 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.
– Capacity to effectively manage and supervise functional areas within the medical office (Reception, Medical Records), providing guidance and support for complex patient reception and medical records problems.
– Working knowledge of patient care procedures and organizational policies relevant to position responsibilities.
– Proficiency in medical terminology.
– Ability to perform necessary mathematical calculations.
– Competence in operating standard desktop and Windows-based computer systems, including electronic medical records, NextGen, email, and Microsoft Office applications. Ability to adapt to new software as needed.
– Exceptional written and verbal communication skills, including proper telephone etiquette and the ability to speak effectively before groups.
– Capability to collaborate within a team-oriented environment, demonstrating a courteous and friendly demeanor.
– Aptitude for interacting effectively with individuals at various organizational levels and within diverse populations, including IHA staff, providers, family members, insurance carriers, vendors, and community groups.
– Willingness to cross-train in other practice areas to ensure seamless operational flow.
– Strong organizational and time management skills to handle multiple priorities and time constraints effectively.
– Excellent judgment and problem-solving skills, particularly in addressing staffing issues and complex patient reception or medical records scenarios.
– Ability to manage patient and organizational information confidentially.
– Familiarity with compliance standards in clinical care and best practices for medical office operations.
– Availability to travel to other office locations, training sessions, and meetings as necessary.
– Successful completion of the IHA competency-based program within the introductory and training period.

Minimum Physical Expectations:

– Frequent physical activity related to keyboarding, phone usage, and charting.
– Extended periods spent working on a computer.
– Tasks may involve sitting, walking, standing, bending, stooping, reaching, climbing, kneeling, and twisting.
– Occasionally required to lift, push, or pull up to 30 lbs.
– Specific vision abilities including close vision, depth perception, peripheral vision, and the ability to adjust focus.
– Manual dexterity sufficient for operating a keyboard, photocopier, telephone, calculator, and other office equipment.
– Must have the ability to hear and speak effectively for extended periods, in English, both over the phone and face-to-face.

Minimum Environmental Expectations:

This position operates in a medical facility requiring regular movement to various locations throughout the hospital or clinic. Employees may encounter hazardous materials, including bloodborne pathogens and bodily fluids. There may be exposure to sharps, x-rays, patient conditions, and other unpleasant sights or odors, as well as contagious diseases. This role involves significant interaction with individuals who may be in distress, which can create stressful circumstances and competing priorities.

Job Posting Date: Fri, 08 Nov 2024 06:31:55 GMT

Apply now!