Clinic Operations & Billing Coordinator

Rogers Memorial Hospital; Town of Oconomowoc (WI); On-site; USD 25,000 - 33,000; Full time

Job summary

Rogers Memorial Hospital in Wisconsin is seeking a Clinic Assistant to handle receptionist and billing duties that support clinic operations. You will coordinate patient information, maintain confidentiality of medical records, and work with central offices on billing functions to ensure timeliness and accuracy.

The role requires greeting visitors, answering phones, scheduling, filing, posting payments in Excel, and ensuring smooth communication between patients, families, and health care

Responsibilities

• Perform departmental clerical and receptionist functions timely and accurately.
• Communicate messages to others timely and accurately.
• Answer telephones in a courteous manner within three rings, and direct calls appropriately.
• Greet and screen visitors and assist in meeting requests for information.
• Type general messages for the department.
• Make appointments for the unit.
• File documents in the unit manuals and resource areas.
• Copy documents for unit staff.
• Sort and distribute mail.
• Maintain the filing system and ensure that needed forms are readily available.
• Perform departmental billing functions timely and accurately.
• Produce complete and accurate claims.
• Prepare the Hospital deposit worksheet, the bank deposit ticket, and scanning all checks.
• Balance accounts receivable and prepare deposit reconciliations.
• Prepare professional, all-inclusive fee bills for submission to Accounts Payable.
• Prepare vendor bills for submission to providers.
• Post payment denials of insurance Explanation of Benefits into the billing system.
• Type and log hospital and physician payments into Excel spreadsheet.
• Assist with producing and mailing monthly statements.
• Maintain medical records in a functional, detailed, and accurate manner.
• Review all active medical records for filing needs, correct placement of forms, and new orders to be transcribed.
• File laboratory and other diagnostic reports in an accurate and timely manner.
• Maintain appropriate supplies for the unit and enter charges for patient-specific supplies and treatments.
• Sign out and distribute supplies in a fiscally prudent manner.
• Anticipate and arrange for department supplies to avoid interruptions in patient care or complaints from caregivers.
• Place weekly food orders.
• Facilitate communication and assist in providing information to patients, families, visitors, and health care providers.
• Report relevant information to the manager, appropriate health care provider or department.
• Prioritize tasks and demonstrate ability to organize workload.
• Respond to requests from physicians, patients, families, visitors, and health care providers. Take appropriate action.
• Respond to codes and crisis situations as needed, under the direction of clinical staff.
• Assist with patients at arrival and departure times under the direction of clinical staff.
• Participate in Hospital committees, meetings, and team projects.
• Demonstrate punctuality and preparedness.
• Actively participate in discussions; be prepared to discuss agenda topics.
• Contribute in a positive, solution-focused manner.
• Share results of committee work at unit meetings and/or in other venues.
• Facilitate intra-department communication and oversee patient care and safety.
• Promote a team environment by example and by participating in workload completion, when necessary.
• Interact with employees, physicians, and the public in a sensitive, positive manner.
• Understand and use the Human Resources policies and procedures manual.
• Serve as a positive customer-service role model by greeting all that approach for assistance.
• Attend department meetings, participate in communication, contribute to problem resolution, and take minutes, when needed.
• Facilitate accurate exchange of information. Help with system and other changes in a timely fashion.
• Contribute to refining systems for direct feedback to unit staff, communication book, interdisciplinary report, memos, and memo boards.
• Identify problems and/or potential problem areas and work cooperatively with other departments to resolve system problems.
• Attend and participate in Hospital activities.
• Demonstrate responsibility and initiative by attending all mandatory in-services.
• Participate in fire drills, evacuations, and emergency codes when circumstances exist.
• Perform duties as directed by the day treatment manager.
• Use computers and software to complete job responsibilities requiring written documents.
• Know and use standard office software platforms and electronic medical records system.
• Assist the manager and department staff by preparing documents and minutes.
• Promote department goals and the mission of the Hospital.
• Communicate goals to fellow staff members.
• Demonstrate measurable goal achievement.
• Maintain department policies and procedures.
• Include requirements and guidelines from external agencies (Joint Commission, state).
• Maintain and/or communicate the function backlog to the appropriate party at a set time.
• Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed.
• Demonstrate acceptance and training of student interns in the department, as directed.
• Demonstrate understanding of Joint Commission and other regulatory agency

Skills

Receptionist

Billing

Communication

Medical records

Tools

Excel

EMR system

Job description

Rogers Memorial Hospital in Wisconsin is seeking a Clinic Assistant to handle receptionist and billing duties that support clinic operations. You will coordinate patient information, maintain confidentiality of medical records, and work with central offices on billing functions to ensure timeliness and accuracy.

The role requires greeting visitors, answering phones, scheduling, filing, posting payments in Excel, and ensuring smooth communication between patients, families, and health care