Clinic Coordinator IMC

nashvillegeneralhospital; Nashville (TN); On-site; USD 32,000 - 45,000; Full time

Job summary

Nashville General Hospital is seeking a dedicated Unit Secretary to support clinic and hospital operations. You will greet patients, direct visitors, manage communications, and ensure accurate charting and record handling throughout the patient encounter.

The role involves scheduling, admissions coordination, and processing orders using McKesson, with insurance verification via Passport. Strong customer service and organizational skills are essential to maintain smooth clinic workflows.

Qualifications

• Requires high school diploma or equivalent and completion of a unit secretary training program.
• Strong customer service and communication skills are essential.
• Experience with hospital records, scheduling, and medical office workflows is expected.

Responsibilities

• Greet, direct and receive patients, visitors and staff courteously.
• Use proper telephone etiquette and relay messages accurately.
• Manage faxes, paperwork and downtime procedures to route to the correct person.
• Facilitate admissions and coordinate with bed management and nursing/physician staff.
• Prepare and assemble charts, copies of chart components, and medical records for staff.
• Enter orders and schedule tests using McKesson; verify insurance information with Passport.
• Register patients and update demographic, clinical and insurance data.

Skills

Customer service

Communication

Records management

Scheduling

Phone etiquette

Downtime procedures

Education

High School Diploma or higher

Unit secretary training program

Tools

McKesson

Passport for insurance verification

Job description

Title and Definition

Clerical Duties

Greets, directs and receives patients, visitors and staff as needed in a courteous manner. Uses proper telephone and customer services etiquette when communicating with physicians, patients, visitors, internal and external customers. Records and relays messages in a timely and accurate manner. Manages faxes and incoming paperwork toassure that it gets to the proper person or place. Maintains downtime documents for clinic. Is knowledgeable of and practices appropriate downtime procedures. Facilitates admissions from clinic by requesting bed for admission through McKesson, faxing admission orders to Bed Management and assisting nurse/ physician as needed. Performs reminder calls as time permits

Customer Service

Displays courtesy and respect to all customers (visitors, coworkers, other departments). Is attentive to the needs of others. Apologizes for delays in service.

Equipment and Supplies

Correctly uses and maintains equipment and supplies needed for clinic; minimizes wasteas much as possible. Assist with the ordering, receipt and storage of supplies. Assures adequate forms readily available for physicians and staff

Management of Clinic Records

Assembles charts for staff, including pulling referral documents to add to chart. Copies components of chart needed for a patient or precert nurses. Indicates as needed, documents given to patient. Provides patient with return appointments, prescriptions, copy of med list, physician orders, financial counseling program fact sheet. Breaks down charts into HIM and billing components. Delivers billing sheets with copy of clinic record and face sheet to department billing secretary. Processes clinic records for inmates per department procedure. Delivers records to HIM.

Processing Physician Orders

Reviews charts for provider orders. Enters lab and other orders into McKesson.Schedules diagnostic tests, PT evaluation. Reviews orders for completeness and insurance information. Based on type of insurance coverage, forwards patient order forpreauthorization to precert nurses. Communicates instructions to patient in a way that is easily understood. Processes referrals to outside providers with appropriate documents.

Registration Process

Registers and/or edits patient registration information to assure that demographic, clinical and insurance data are entered correctly. Modifies attending, residents and referral sources as needed. Utilizes Passport for insurance verification as appropriate. Enters discharge edits into system as required by clinic (departure time, attending physician).

Scheduling

Utilizes scheduling system to schedule patient appointment for clinic visits, diagnostic services, and ancillary services per departmental procedures. Contacts MDs for requested overbooks to obtain authorization and processes approval/denial appropriately. When necessary, reschedules patient appointments, notifies patients/referral sources and apologizes to the patients for the inconvenience. Responds to patient management issues. Assists Central Scheduling with requests specific to each clinic.

Additional experience requirements

Knowledge of insurance and managed care required. Knowledge of hospital and department Mission, Vision and Values as well as policies and procedures, patient interface procedures and the ability to operate technical equipment as acquired through orientation. Excellent verbal and written communication skills that convey a caring and professional attitude. Handling difficult individuals or situations in a professional and compassionate manner is required.

Education

Degree/Diploma

Program of Study

Required / Preferred

High School Diploma (Equivalent) or Higher

Required

Additional education requirements:

Must possess a high school diploma or equivalent and have successfully completed a unit secretary training program from an approved hospital or vocational school.