Clinic Coordinator Lead - Transplant

Rush University Medical Center; Chicago (IL); On-site; USD 28,000 - 44,000; Full time

Job summary

Rush University Medical Center is seeking a Clinic Coordinator Lead in the Transplant department in Chicago. The role requires coordinating clinic activities, templates, scheduling, and front-desk patient flow, while handling referrals and insurance authorizations.

The position emphasizes accurate data entry, Epic proficiency, and strong customer service within a fast-paced medical office. Equal opportunity employer with comprehensive Rush benefits.

Qualifications

• High school diploma required.
• 1-3 years of professional medical office experience.
• Basic knowledge of CPT and ICD9 codes.
• Basic computer knowledge.
• Excellent customer service and interpersonal skills.
• Attention to detail and accuracy.
• Sensitivity to patient health information and confidentiality.
• Ability to utilize EPIC efficiently.

Responsibilities

• Assist with daily questions and direction for Clinic Coordinator staff.
• Coordinate template management, scheduling, and patient check-in/check-out.
• Coordinate referrals and insurance authorizations; manage telephone activities.
• Position demonstrates Rush values and adheres to standards.
• Participate in recruitment and onboarding of clinic staff.
• Schedule staff assignments to ensure coverage and workload balance.
• Provide training and mentorship to direct reports.
• Support patient billing questions and payment plans.
• Greet patients, check-in/out, and coordinate pre-registration for insurance verification.
• Manage physician templates and EPIC-based orders and referrals.
• Ensure compliance with accreditation and regulatory bodies.

Skills

Customer service

Interpersonal skills

Attention to detail

Confidentiality

Adaptability

Teamwork

Accountability

Leadership

Communication

Education

High school diploma

Tools

EPIC

CPT/ICD9 knowledge

Job description

Job Description

Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: PBC Transplant

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 4:30:00 PM)

Rush offers exceptional rewards and benefits learn more at our Rush benefits page (https://www.rush.edu/rush-careers/employee-benefits).

Pay Range: $20.19 - $31.80 per hour

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Summary

Responsible for assisting with daily questions and direction for the Clinic Coordinator staff. Performs at least 50% of effort in Clinic Coordinator role. Coordinates clinic activities including, coordinating all template management, scheduling, greeting and acknowledging patients throughout the check-in and checkout process, and coordinating referral and insurance authorizations, coordinating all telephone activities and troubleshooting business issues. The employee who holds this position exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures, including complying with all Rush University Medical Group Customer Service and Performance Standards.

Required Job Qualifications

• High school diploma.
• 1-3 years professional medical office experience.
• Basic knowledge of and CPT and ICD9 codes.
• Basic computer knowledge.
• Excellent customer service and interpersonal skills.
• Attention to detail and accuracy.
• Sensitivity to patient health information and protection of confidentiality.
• Ability to utilize EPIC efficiently.
• Ability to sit for several hours each day and remain professional and calm under stressful situations.
• Ability to adapt to change and be flexible.
• Maintains positive, professional relationships with all members of the healthcare team through effective communication, mutual support and respect.
• Proactively resolves conflict to improve team relationships in support of a healthy work environment.
• Demonstrates accountability for own professional practice, including progress toward achievement of annual goals.
• Provides leadership consistent with Rush Missions and Values.
• Demonstrates loyalty and allegiance to the program by representing and supporting management policies.

Responsibilities

• Participates in recruitment efforts with interviewing, and hiring direct reports.
• Coordinates onboarding and off-boarding of clinic staff.
• Schedules clinic staff assignments to ensure adequate coverage and equal distribution of work and effort.
• Establishes course of action for self and others to ensure that work is completed effectively and efficiently.
• Serves as a role model and mentor by demonstrating exceptional interpersonal communication and collaboration skills in the management of complex patient care situations.
• Provides training and mentorship to direct reports.
• Provides education to staff in the clinic.
• Conducts annual performance reviews in conjunction with manager.
• Uses effective methods to help build a cohesive team and facilitates the completion of team goals.
• Provides timely guidance and feedback to help others strengthen specific knowledge/skill areas needed to develop, accomplish a task, or solve a problem.
• Ensures compliance with accreditation and regulatory bodies within area of responsibility.
• Works with minimal supervision. Resolves office problems and facilitates solutions, confers with supervisor to resolve more complex issues, assists in preparing ad hoc reports, assists in training of new employees, generates letters requested by physician or patient, per office protocol.
• Manages physician's template and schedule in EPIC.
• Enters, per office protocol, non-medication orders and/or referrals. Performs pre-certification of orders, procedures and surgeries.
• Performs data entry of in-patient or procedural professional charges as assigned.
• Collects time of service payments, posts payments in EPIC, and reconciles end-of-day receipts.
• Answers patient billing questions, coordinates set-up of payment plans, and refers as necessary to appropriate RUMC resources.
• Addresses patient calls efficiently and courteously.
• Takes accurate, clear and concise messages that provide sufficient information for the clinical staff and/or receiving party to effectively handle the issue/request.
• Schedules, cancels and reschedules patient appointments, procedures, and surgeries.
• Places reminder calls and collects pertinent information from patients in advance of their appointment per office policy. Supports access by utilizing the wait list and filling appointment slots created by cancellations and no shows.
• Appropriately transfers patients to pre-registration for insurance verification per RUMG policy.
• Greets and acknowledges patients at the front desk, checks patients in and out of the clinic, and performs practice-designated activities to support new patients.
• Accesses EPIC to retrieve referrals, orders and other documentation and contacts various outside agencies to obtain referrals and other documentation.
• Coordinates administrative office functions as assigned including completion of EPIC administrative in-box messages. Problem solves issues by seeking out the appropriate resources.
• Works cooperatively in a team environment.
• Demonstrates compliance with RUMG Customer Service and Performance Standards (attached).
• Performs other duties as assigned.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Position Clinic Coordinator Lead - Transplant

Location US:IL:Chicago

Req ID 31154