Call Center Coordinator

Native American Health Center, Inc.; Oakland (CA); On-site; USD 34,000 - 40,000; Full time

Benefits offered by this job

Competitive salaries

PTO / sick leave

403(b) retirement plan

Medical, vision, dental benefits

Job summary

Native American Health Center, Inc. in Oakland, CA is seeking a Call Center Coordinator. This full-time role handles first contact with members, schedules appointments, and assists with portal navigation to improve access to care.

The position requires excellent customer service, Spanish fluency, and experience with scheduling systems. Weekend/evening hours and strong organizational skills are essential in a union, non-exempt environment.

Qualifications

• Superior customer service skills on phone and in person.
• High school diploma or GED; AA degree preferable.
• 2 years’ experience as a phone operator or receptionist; scheduling experience desirable.
• Weekend and extended hours availability.
• Fluency in Spanish required.
• Knowledge of practice management or scheduling systems; MS Office.

Responsibilities

• Greet members in a courteous and professional manner.
• Answer calls promptly via the ACD system.
• Inform members about processes and insurance/eligibility.
• Schedule, cancel, and reschedule appointments in the PMS.
• Manage appointment reminders and voicemail system.
• Document member contact in NextGen EHR.
• Provide portal support and education to members.
• Log Teletask reminders and follow up on requests.
• Support Saturday and after-hour clinics as needed.
• Collaborate with clinical team on referrals and refills.
• Maintain accurate member demographics in NextGen.

Skills

Customer service

Phone operator

Spanish language

Office software

Education

High School Diploma or GED

AA degree preferable

Tools

ACD system

Practice Management System (PMS)

NextGen EHR

Job description

Job Details: Job Location: 7 Directions 2950 Oakland - Oakland, CA 94601, Position Type: Full Time, Education Level: High School, Salary Range: $24.49 - $28.87 Hourly, Travel Percentage: Up to 25%, Job Category: Health Care, POSITION: Call Center Coordinator

DEPARTMENT: Member Services
REPORTS TO: Call Center Supervisor
LOCATION: Native American Health Center (NAHC) 3124 International Blvd, Oakland, CA 94601
WORK HOURS: Full Time, 40 hours per week, 100% FTE
STATUS: Union, Non-Exempt

Position Summary

The Call Center Coordinator (CCC) will work as part of a larger team that provides high quality medical, dental, and behavioral health care to NAHC’s members. The CCC will be the first point of contact for members and all others who contact NAHC, therefore superior customer service skill is key. The CCC will answer calls, schedule appointments, provide information, and offer support for members using the member portal. The CCC will follow a script on resolving issues for members with the goal of eliminating abandoned and missed phone calls in an effort to increase access to primary care and to resolve member problems expeditiously. This position is key in member satisfaction. Emphasis on customer service is paramount.

The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).

DUTES AND REPONSIBILTIES

• Create and maintain a welcoming atmosphere by greeting all members in a courteous and professional manner.
• Answer all incoming calls timely and professionally via the Automatic Call Distribution (ACD) system.
• Inform members of processes and procedures related to their reason for calling, and answer inquiries about services, insurances, and eligibility and registration services.
• Schedule appointments appropriately into the Practice Management system (PMS). This will include booking, canceling, and rescheduling appointments.
• Proactively manage and “tetris” appointment scheduling to maximize productivity and to fill appointment gaps.
• Assist in member flow of the clinic by taking and delivering provider messages,inform staff of changes in schedule, and assist with language interpretation as needed.
• Manage the appointment wait lists/recalls; and ensure appointments are scheduled within appropriate time frames and/or with the opening of the scheduling calendar.
• Manage the voicemail system: create and update system greetings as appropriate; check messages at specified intervals and ensure messages are transcribed and routed accurately; and activate the outbound voice message system as needed. Track the number of voicemail messages.
• Document all member contact in electronic health record at time of contact.
• Register members into NAHC member portal. Provide user support and education on portal functionality.
• Manage NAHC member portal appointment request and member messages.
• Make appointment reminder calls (the day prior to the appointment) to confirm appointments and to notify members of any outstanding balances.
• Manage the Teletask automated appointment reminder report and identify requests to cancel or reschedule appointments, then follow up appropriately with requests. Identify members who were not contacted by Teletask and complete appointment reminder calls.
• Log all reported Teletask system inconsistencies and submit to supervisor daily.
• Manage No-Show Report and collaborate with Medical to complete appropriate follow up tasks daily.
• Maintain and update member account demographics in NextGen at time of contact.
• Answer member inquiries about financial responsibility, insurance and benefits, account status, and treatment planning.
• Screen members’ eligibility for possible care coverage (e.g., county or state programs; sliding scale, etc.) Inform members of program limitations and ensure members understand the information conveyed.
• Confirm members’ insurance eligibility on all scheduled appointments at least two days prior to scheduled appointments. Notify members in a timely manner of changes in schedules and to insurance benefits.
• Complete outreach call list for eligibility, past dues balances, and member surveys as directed by supervisor.
• Mail member correspondence such as new member registration and enrollment packets and member statements. Flag member accounts for return mail.
• Provide members with clinical status updates regarding their health care only as requested by nurse or a clinical provider.
• Collaborate with the clinical team in order to provide status updates to members on referrals, prescription refills, forms, and other items.
• Participate in Saturday clinics and after-hour clinics, on a rotating basis, as assigned by Supervisor.
• Provide technical support to members accessing the member portal.
• Provide support to Member Services Coordinators when requested by Supervisor and cross train to cover check-in duties.
• Demonstrate cooperative behavior with supervisors, subordinates, colleagues, members and the community at all times.
• Actively participate in internal quality improvement teams to drive initiatives in accordance with the mission and strategic goals of the organization, as assigned by supervisor.
• Must demonstrate professionalism and courtesy at all times to both internal and external customers (members and staff alike.) Customer service goals and performance will be evaluated by customer survey and other methods.
• Other duties as assigned by direct supervisor or Director, Member Services.

Qualifications: MINIMUM QUALIFICATIONS

• Must have superior customer service skills over the phone, and in person.
• Must have a high school diploma or GED; an A.A. degree is preferable.
• Must have 2 years’ experience as a phone operator and/or as a receptionist. Appointment scheduling experience is highly desirable.
• Must be able to work weekends and extended hours, per operational needs.
• Fluency in Spanish is required, per operational needs.
• Knowledge of practice management or scheduling systems; and Microsoft Office programs, especially Word, Excel PowerPoint and Outlook.
• Experience working in medical/dental front desk is preferred.
• Must have two years’ experience working with the public.
• Must have high attention to detail.
• Must be able to communicate effectively and clearly with multiple audiences.
• Must be highly organized and able to set priorities appropriately in order to meet often competing deadlines.
• Must work well independently and equally well in a team environment.
• Must be proactive and solution-oriented.

Benefits

Native American Health Center (NAHC) considers our employees to be our most valuable resource and offers an excellent benefit package: competitive salaries, personal time off (PTO) or sick/vacation leave program, and an employer contribution 403(b) retirement plan to full-time regular status employees. We also provide medical, vision, dental, flexible spending, group term and voluntary life insurance coverage for employees and their dependents—with a percentage of employee contribution for dependent medical premiums.

Note to Applicants: Please be advised a post job offer, pre-employment Physical and TB test are required as a condition of employment. Additionally, you may be asked to get a Department of Justice Fingerprinting clearance as a contingency for an offer of employment. Criminal clearances are obtained to protect the welfare and safety of clients receiving services at NAHC.

EQUAL OPPORTUNITY EMPLOYER

Within the scope of Indian Preference, all candidates will receive equal consideration without regard to race, color, gender, religion, national origin or other non-merit factors.

Age Discrimination in Employment Act (ADEA)

Native American Health Center abides by the mandates of the ADEA (protecting individuals 40 years and older) and considers age a non-merit factor in all employment decisions and considerations.

Americans with Disabilities Act (ADA)

Native American Health Center abides by the mandates of the ADA and considers disability a non-merit factor in all employment decisions and considerations. Furthermore, NAHC will make any practical, feasible, and reasonable arrangements to accommodate qualified applicants and employees with disabilities.