Ambulatory Practice Coordinator II, Primary Care

University of Maryland Medical System; Baltimore (MD); On-site; USD 40,000 - 58,000; Full time

Job summary

University of Maryland Medical System is seeking an Ambulatory Practice Coordinator II to handle patient registration, scheduling, and flow coordination in a fast-paced ambulatory setting. You will verify demographics and insurance, collect co-pays, answer calls, and document in the EMR system.

You will coordinate referrals and after-visit summaries, assist with tests and parking, and maintain HIPAA-compliant patient information with professionalism, clear communication, and flexibility.

Qualifications

• High School Diploma or equivalent (GED) is required
• Minimum of one year of general clerical and/or administrative experience required, preferably in a healthcare setting
• Knowledge of health insurance plans including Medicare and Medical Assistance
• Proficiency with computers is required
• Proficiency with registration and scheduling and call center software preferred

Responsibilities

• Register patients and collect demographics and insurance information
• Schedule appointments and outpatient tests/procedures
• Obtain referrals and authorizations as needed
• Collect co-pays, answer phones, and respond to voicemails
• Document accurately in the EMR system and coordinate referrals/after-visit summaries
• Provide patients with policy information, wayfinding, and parking details
• Assist with office supplies and call center communications
• Maintain HIPAA privacy and professional customer service at all times

Skills

Multitasking

Prioritization

Organization

Customer service

Communication

Professionalism

Flexibility

Technology familiarity

Education

High School Diploma or GED

Tools

EMR system

Call center software

Online registration system

Job description

Job Requirements

Under general supervision, performs administrative duties including accurate registration of patients, obtaining necessary demographic and insurance information, and scheduling. The Ambulatory Practice Coordinator II also collects co-payments, answers phones, responds to voicemails, scans documentation into patients' charts, processes faxes, provides After Visit Summaries & referrals, validates parking, confirms patient appointments, reschedules no-show patients, and ensures the schedule is full.

The Ambulatory Practice Coordinator II demonstrates proficiency in multitasking, prioritization, and organization. They are also comfortable with technology including computers, scanners, fax machines, and phones- answering incoming calls as well as making outgoing calls. Furthermore, they possess qualities including excellent customer service skills, strong communication, professionalism, friendliness, compassion, respect, and flexibility.

Assists in patient care coordination such as scheduling of appointments for practice visits and treatment in accordance with the physicians' schedules while adhering to practice and UMMS policies and procedures. Schedules outpatient tests and procedures as required. Patient registration responsibilities such as entering and verification of patient demographics and insurance information. Obtaining appropriate referrals and authorizations as needed. Accurately documenting of such within the EMR system.

Creating, preparing, and coordination of outgoing referrals. Provides patients with Facility Fee Disclosure, estimate of charges, and education regarding each, where appropriate. Preparing after visit summaries, informing patients of upcoming appointments, changes to schedules, co-payments required, and pertinent insurance information.

Provides patients, family members and referral sources with information pertaining to hospital policies and procedures, programs available, wayfinding, and parking.

Ability to multitask within a fast-paced environment while maintaining professionalism, flexibility, and an organized work environment. Assists with office supply tracking and ordering. Utilizing multi-line phone system and software in call center with the ability to appropriately handle internal and external phone calls pertaining to patient care coordination such as scheduling and cancelling patient appointments, verifying demographic information, and entering written documentation efficiently within the EMR system.

Review and reconciliation of EMR work queues to determine the need for a new referral or authorization needs prior to patient arrival. Precepts Ambulatory Practice Coordinator I. Inventory and ordering of supplies for practice while being mindful of office budget. Participates in mock, regulatory, and accreditation surveys. Actively assists patients with MyPortfolio engagement and education.

Work Experience Education and Experience

• High School Diploma or equivalent (GED) is required
• Minimum of one year of general clerical and/or administrative experience required, preferably in a healthcare setting
• Knowledge of health insurance plans including Medicare and Medical Assistance
• Proficiency with computers is required
• Proficiency with registration and scheduling and call center software preferred

Knowledge, Skills and Abilities

Demonstrated knowledge of various insurance coverage (i.e. Medicaid, HMOs) including UMMS insurance partners preferred. Highly effective verbal, written and interpersonal skills to effectively communicate hospital policies and procedures to medical staff, colleagues, patients and/or visitors, complete admission and/or other documentation and

Ability to complete intake information and/or other documentation and respond promptly to instructions given. Effective listening skills with the ability to listen and understand patient information and translate it to written and electronic documentation.

PC literate, with ability to enter and/or retrieve demographic, financial, and/or patient information on an online registration system.

Ability to establish and maintain courteous and effective relationships that foster quality customer service, and demonstrate sensitivity and awareness of customer needs; when dealing with patients/visitors, co-workers and healthcare staff. Ability to use resourcefulness and problem-solving skills when handling telephone and in-person inquiries or when required to resolve patient scheduling issues. Ability to work independently and respond effectively under stress and pressure. Ability to prioritize and manage numerous tasks in different stages of completion. Ability to observe and apply relevant hospital and departmental policies and procedures. Complies with patient right to privacy in handling personal information in accordance with the Privacy Rule (under Title II of the Act) of the Health Insurance Portability and Accountability Act (HIPAA), ensuring the security and privacy of each patient's health care information.

Ability to demonstrate knowledge and skills necessary to provide care appropriate to the patient population(s) served. Ability to demonstrate knowledge of the principles of growth and development over the life span and ability to assess data reflective of the patient's requirements relative to his or her population-specific and age specific needs.