Front Office Coordinator

Adelante Healthcare; Phoenix (AZ); On-site; USD 22,000 - 30,000; Full time

Job summary

Adelante Healthcare West Phoenix is seeking a Front Office Coordinator to lead front desk workflow and mentor staff in a busy health center. The role requires strong communication, multi-tasking, and proficiency with Windows and EMR systems in a high-volume setting.

Qualifying candidates have a HS diploma or GED, CPR/AED certification, and a valid fingerprint clearance card, plus several years of front desk experience. The position emphasizes professionalism, quality, and patient-centered care.

Qualifications

• High school diploma or GED from an accredited institution.
• Certification to perform CPR and AED through American Heart Association/Red Cross guidelines.
• Valid Level One Fingerprint Clearance Card from AZ DPS for behavioral health locations.
• Three or more years of front desk experience or demonstrated competency.
• Ability to multi-task in a high-stress environment.
• Effective written and verbal communication.
• Proficient mathematical skills for healthcare settings.
• Problem-solving skills with or without team support.
• Advanced computer efficiency including Windows, MS Office and EMR systems.
• Must have a valid driver’s license and reliable transportation.

Responsibilities

• Greet patients and assist or direct to the appropriate person or location.
• Answer phones, greet callers, determine reason for call and resolve or refer.
• Maintain and organize patient documentation.
• Enter patient demographics and required information into the practice management system.
• Obtain patient registration information and enter into computer system.
• Identify financial status and sliding fee scale, insurance or discounts; refer to eligibility as needed.
• Verify third party payer coverage and billing details.
• Assist with correction of billing information as needed.
• Prepare daily financial batches for processing.
• Handle cash drawer and daily receipts accurately.
• Schedule patient appointments for medical providers via the EPM system.
• Scan documents into the electronic health record.
• Support Adelante UDS measures and other quality initiatives with audits and data collection.
• Maintain office supplies and forms at work station.
• Additional duties such as translation and travel to other locations.
• Participate in training and mentoring of new hires.

Skills

Front desk experience

CPR Certification

Fingerprint clearance

Multi-tasking

Communication skills

Math skills

Problem solving

Computer skills

Driver's license

Education

HS Diploma or GED

Tools

MS Office

EMR / EHR

Practice Management System

Windows OS

Job description

Job Details: Job Location: Adelante Healthcare West Phoenix - Phoenix, AZ 85051, Position Type: Full Time, Education Level: HS Diploma from accredited school, Job Category: Health Care, POSITION SUMMARY

The Front Office Coordinator is an entry level leadership role, responsible for the facilitation of workflow while acting as the liaison between the front office staff and other clinical and non-clinical staff. Provides mentoring and guidance to front office staff. The Front Office Coordinator will meet all the expectations outlined in the roles for Front Office Assistant and Senior Front Office Assistant. The Front Office Coordinator will have maintained the highest level of professionalism and performance by receiving exceeds or greater on annual performance appraisals and remaining free of any active formal disciplinary process.

EXPECTATIONS

Every Adelante Healthcare employee will strive to maximize their performance and contribution to Adelante Healthcare and the community we serve every day. Employees are expected to work in a manner that demonstrates a commitment to quality, patient safety, employee engagement, innovation, and the highest standards of personal integrity, professionalism, and competence.

OUR CORE VALUES

• Inclusion
• Nurture
• Service
• Purposeful
• Integrity
• Resilient
• Engaged

Qualifications: ESSENTIAL SKILLS AND EXPERIENCE:

• High school diploma or GED from an accredited institution
• Certification to perform cardiopulmonary Resuscitation for the Health Care Professional (CPR) and AED through courses that follow the guidelines from the American Heart Association and Red Cross (cognitive and skills evaluations)
• Valid Level One Fingerprint Clearance Card issued by the Arizona Department of Public Safety for all specialty behavioral health locations
• Three (3) or more years of front desk experience or demonstrated competency with the skills and abilities of this level
• Ability to multi-task and work effectively in a high-stress and fast-moving environment
• Effective communication demonstrated by ability to read, interpret, comprehend and comply with written and verbal communication
• Proficient mathematical skills for use in a healthcare setting
• Ability to problem solve in situations both independently or with support from team and/or leadership
• Advanced computer efficiency to include Windows, MS Office and Patient Management System (electronic medical record)
• Must have reliable transportation that can meet any operational reassignments of the organization during the workday. If employee is driving during work hours, the employee is required to possess a valid driver’s license and must be in compliance with Arizona vehicle insurance requirements

POSITION REPONSIBILITIES

• Greet all patients and offers assistance with questions, or directs them to appropriate person or location
• Responsible for answering the phone, greeting callers, establishing the reason for call and resolving issues or referring to appropriate person
• Maintain and distribute patient documentation in an organized manner
• Accurately enter all patient demographics and all other required information into practice management system
• Obtain patient registration information and enter into computer system
• Identify financial status of patients regarding sliding fee scale, insurance or discounts. Refers to eligibility as needed.
• Verify third party payer coverage and billing information - insurance, etc.
• Assist with the correction of billing information as needed
• Prepare financial batch daily for processing
• Accurate handling of cash drawer and daily receipts
• Schedules patient appointments for medical providers via the computerized EPM
• Scan documents into electronic health record
• Knowledge of and participates in Adelante UDS measures, meaningful use metrics and other quality initiatives by assisting with audits and other data collection
• Maintain appropriate level of office supplies, medical forms at work station
• All other duties as assigned (such as translation and travel to other locations)
• Evaluate problems, situations or issues presented and understands priority while assisting with resolution using critical thinking and problem-solving skills
• Participate in training and mentoring of new hires
• Work on prior authorizations and referrals for patient required services
• May prepare daily deposit of collections and bank deposit
• Assist with problem solving daily batch error resolutions
• Competent or knowledgeable of multiple specialties and/or departments
• Serve as subject matter expert for the Front Office Assistants and Senior Front Office Assistants
• Problem solves billing issues for peers and patients
• Prepare daily deposit of collections and performs bank deposit
• Participate in regulatory reviews, audits and process improvement projects
• Participate with interviewing, selection, training and performance appraisal of staff
• Provide staffing for coverage needs as assigned
• Coordinate workflow and staff schedules to ensure coverage
• Follow patient communication process to ensure all care orders are completed and care gaps closed
• Participate in ordering of supplies and inventory management
• Be an active participant in work groups and committees as assigned
• Process charge entry, unbilled and work-log reports
• Assure efficient, accurate collection and handling of transactions
• Participate, monitor, and report audits, quality and compliance measures
• Initiate request for maintenance of equipment and facilities as needed
• Educate patients regarding services such as the Integrated care model, Patient Portal, and other specialty service lines within our organization and helps them navigate access to these services.

NONESSENTIAL SKILLS AND EXPERIENCE:

• Ability to communicate in more than one language
• Electronic Health Record experience
• One year of front desk or customer service experience

Additional Duties and Responsibilities

• Other duties as assigned
• Perform duties cross functionally across all departments and with all medical providers
• Travel to other health centers to meet operational needs for provider and patient care coverage

Patient Centered Medical Home (PCMH) and Integrated Care Team (ICT)

All employees are responsible for promoting and participating in interdisciplinary communication and collaboration to enhance the delivery of quality across the health care system. Employees should maintain an environment which supports and engages patients and co-workers in a caring team-based model to promote wellness and improve health outcomes.

Adherence to Compliance and Code of Conduct

All employees are required to comply with Adelante Healthcare’s written standards, including its Compliance Program and Code of Conduct, policies and procedures and reporting of any conduct that potentially violates Adelante’s legal or compliance requirements. Such compliance will be an element considered as part of the regular performance evaluation.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee may be required to sit for long periods of time, is required to stand, walk, use hands to handle or feel objects, tools or controls; reach with hands and arms; climb steps/stairs; balance; stoop, kneel, crouch or crawl; talk or hear; smell; manage stress as it relates to essential job functions. The employee must frequently lift and/or move up to 25 pounds without assistance and may occasionally be required to lift or move up to 50 pounds with assistance. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time when traveling to various clinic sites. The noise level in the work environment is usually moderate. The employee may be subject to health hazards (contagious diseases, blood borne pathogens, etc.) when working in the clinic area.

In any organization or job, changes take place over time. Although an effort will be made to keep job-related information current, this is not an all-inclusive list of job responsibilities. Adelante Healthcare, Inc. reserves the right to revise or change job duties and responsibilities as the business need arises. In compliance with EEOC 29 CFR part 1630, if the essential functions of this position cannot be performed in a satisfactory manner by the employee, further accommodations shall be made if it does not constitute undue hardships upon this organization.