Clinic Coordinator (BMG)

Beacon Health System; South Bend (IN); On-site; USD 42,000 - 64,000; Full time

Job summary

Beacon Health System is seeking an experienced administrative leader to oversee clinic staff, fill in at front and back-office desks, and handle referrals in collaboration with the Director/Practice Manager. You will address day-to-day issues with staff and patients and support efficient patient flow and documentation.

The role requires two years in a Physician Practice setting, high school diploma, and strong computer and communication skills.

Qualifications

• Requires working knowledge of general medical office methods, practices and procedures.
• Requires working knowledge of clinical and front office duties.
• Demonstrates proficiency in computer skills (data entry, word processing, spreadsheets).
• Basic understanding of database applications is desired.
• Demonstrates leadership skills to gain cooperation and support from staff.
• Requires organizational and analytical skills to resolve problems and work through day-to-day issues.
• Strong interpersonal and written communication skills for effective collaboration.

Responsibilities

• Oversee staff and fill in at front and back-office desks as needed.
• Manage referrals and scheduling of tests and treatments as requested by the provider.
• Ensure efficient patient flow into and out of the clinic and completion of documentation.
• Assist in hiring and developing front office and clinical staff.
• Participate in professional development and help implement short and long-term plans.

Skills

Medical office knowledge

Front office duties

Computer skills

Secretarial skills

Leadership skills

Analytical skills

Interpersonal communication

Education

High school diploma

Associate or bachelor’s degree preferred

Job description

Reports to the Director or Practice Manager of the respective site within BMG. In collaboration with the Director/Practice Manager, is responsible for overseeing staff, filling in at the front and back-office desk when needed and handles all the referrals. Identifies, analyzes and resolves day-to-day issues with staff, patients or clients. Responds to daily operational issues when the Director/Practice Manager is absent or unavailable.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Assists in the overall operational staffing support functions of the assigned facility by:

• Working with other administrative staff to develop guidelines for prioritizing work activities, evaluating effectiveness and modifying activities as necessary to ensure exceptional customer service.
• Identifying, analyzing and resolving day-to-day issues with staff, patients or clients.
• Ensuring the efficiency of patient flow into and out of clinic and of completion of documentation.
• Assisting in the hiring and development of the front office and clinical staff.
• Participating in professional development activities. Assist in front office and clinical staff in developing and implementing short and long-term work plans and objectives.
• Manage the referral of patients to specialists and scheduling of test and treatment as requested by the provider.
• Ensure office and clinical supply inventory is current, supplies are ordered in a timely manner, equipment is serviced and calibrated, and offices are opened and closed according to established procedures.
• Ensure that patients are treated courteously by the office staff, maintain strict confidentiality.
• Perform annual employee performance appraisals, meeting with employees to discuss job performance, employee goals and accomplishments.
• Review and use technical statistical data for reports and records including wait-time report, new company report and retention report to improve clinical procedures.
• Perform front office and clinical duties as needed to ensure efficient flow of patients through the clinic.
• Act as a point person for entry of new companies and changes to company profiles.
• Act as a point-person with other departments (MRO-A billing etc).

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Maintaining records, reports and files as required.
• Completing other job related assignments and special projects as directed.

Organizational Responsibilities

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education and Experience

The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma is required; with Associate or bachelor's degree preferred. Requires a minimum of two years of experience working in a Physician Practice (healthcare).

Knowledge & Skills

• Requires a working knowledge of general medical office methods, practices and procedures and medical record file systems.
• Requires a working knowledge of clinical and front office job duties.
• Demonstrates proficiency in computer skills (i.e., data entry, word processing and spreadsheets). A basic understanding of database applications is desired.
• Requires solid office/secretarial skills, including the ability to operate standard office equipment as required by the needs of the office.
• Demonstrates leadership skills necessary to gain the cooperation and support from the staff.
• Requires the organization and analytical skills necessary to analyze situations/problems and provide timely resolution and work effectively with day-to-day problems.
• Demonstrates good interpersonal and communication skills (both verbal and written) necessary to interact in a highly effective manner and maintain positive working relationships.

Working Conditions

• Work is performed in a medical office setting.

Physical Demands

• Requires the physical ability and stamina to perform the essential duties of the position.