Office Coordinator

Beacon Health System; Elkhart (IN); On-site; USD 42,000 - 70,000; Full time

Job summary

Beacon Health Options is seeking an experienced Administrative/Office Operations Associate to coordinate the day-to-day operations of a physician office in Indiana. You will supervise support staff, assist with staffing, training and performance management, and ensure accurate billing data capture and smooth patient service delivery.

The role requires strong knowledge of medical office procedures, EMR systems, and third-party billing, with a focus on teamwork and exceptional customer service in

Qualifications

• Knowledge of general medical office methods, practices and procedures.
• Understanding of third party reimbursement procedures (Medicare/Medicaid & others).
• Working knowledge of medical terminology, anatomy and physiology; CPT/ICD coding.

Responsibilities

• Coordinate operational support functions of the facility and ensure smooth physician office operations.
• Assist with supervision of support staff and processing time cards.
• Participate in employee performance appraisals and corrective actions.
• Assist with interviewing new staff and conduct orientations.
• Develop staff training plans with Supervisor/Manager, especially on EMR and practice management updates.
• Train staff on practice management and EMR systems.
• Perform non-clinical duties as needed to maintain department efficiency.
• Assist with budget processes and inventory management.
• Ensure accurate data capture for billing and deposits; monitor accounts payable with Supervisor/Manager.

Skills

Medical Office Administration

HIPAA compliance

EMR training

Staff supervision

Budgeting

Communication

Education

High School Diploma

Associate or Bachelor Degree preferred

Tools

Practice Management System

EMR/EHR systems

Job description

• Schedule Full-time - Day - Monday-Friday 8-4:30

Reports to the Director/Office Supervisor/Practice Manager. In collaboration with the Director/Office Supervisor/Manager, is responsible for the effective coordination of all operational support functions of the assigned facility and performs duties necessary to maintain a smooth functioning and efficient physician office. Responds to daily operational issues when the Office Supervisor/Site 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 with the management of support staff and the day-to-day operations of the assigned facility by:

• Arranging for temporary personnel as necessary, assisting with the scheduling of the staff and processing time cards in a timely manner.
• Assisting with supervision of all support staff.
• Participating in the compilation of information for employee performance appraisals; assisting with employee relation matters, such as corrective actions and progressive discipline.
• Assisting the Supervisor/Manager with interviewing prospective new employees; also providing new employee orientation sessions.
• In collaboration with the Supervisor/Manager, developing training and education for the staff.
• Utilizing extensive knowledge of electronic medical record to assist in training new staff or existing staff on updates or changes.
• Utilizing extensive knowledge of the practice management system to assist in training new staff or existing staff on updates or changes.
• Performing duties of any non-clinical staff as needed.

Assists with maintaining a smooth functioning and efficient physician office by:

• Participating in the budget process with the Office Supervisor/Site Manager; assisting with the effective management/control of expenses.
• Ordering, tracking and maintaining an inventory of supplies.
• Assisting with decisions on selecting vendors and purchasing supplies/equipment.
• Reviewing charge posting and coding for accuracy.
• Ensuring that the practice is accurately capturing all necessary patient data, insurance and other information to properly bill and collect practice fees.
• Supervising the daily deposits, ensuring accuracy and timeliness.
• Working closely with Office Supervisor/Site Manager on the account payable processes.
• Handling all mail and correspondence.
• Assisting with the identification of maintenance and repair matters that pertain to the building and grounds.
• Assisting in monitoring the telephone system, patient call reports / statistics and the answering service.

Provides the seamless operation of the physician office in order to promote ongoing effective customer service by:

• Collaborating with the Supervisor/Manager on marketing and advertisements for the site.
• Responding immediately to patient concerns and/or complaints; assuring that patients are treated in a friendly, highly effective manner.
• Performing follow-up and ensuring the timely resolution of customer service matters, while seeking assistance from the Site Manager as necessary.
• Keeping the Supervisor/Manager apprized of all issues which have the potential for a disruption of service.
• Working collaboratively with the Director/Supervisor/Manager to address physician issues.
• Serving as the communication resource, especially in the absence of the Office Supervisor/Site Manager.

Plays a key role in the information services development of the physician office by:

• Making changes in the physician appointment scheduling template.
• Assisting in the development of plans for hardware and software needs.
• Promoting the timely implementation of information systems changes.
• Verifying that staff are adequately trained on the practice management, electronic medical record and phone systems.

Enhances professional growth and development in assigned area of responsibility and maintains high level of CPT, ICD-9-CM and HCPCS coding skills by:

• Attending in-services and conferences as approved.

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

• Updating the Supervisor/Manager, in timely manner, of unusual situations requiring additional assistance or support.
• Participating in continuous quality improvement by identifying areas of opportunity and initiating the necessary actions.
• Performing other job related duties as assigned.

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 degree preferred. Requires a minimum of two years of experience working in a Physician Practice (healthcare).

Knowledge & Skills

• Requires working knowledge of general medical office methods, practices and procedures and medical record file systems.
• Requires working knowledge of third party reimbursement procedures and requirements, including Medicare/Medicaid and commercial carriers.
• Requires a working knowledge of medical terminology, anatomy, and physiology utilizing established and specialized technical coding processes.
• Demonstrates expertise in utilizing practice management and electronic medical record systems and proficiency in basic computer skills (word processing, spreadsheets and e-mail applications).
• Demonstrates strong leadership and organizational skills necessary to effectively resolve day-to-day issues. Requires ability to analyze situations and respond in a timely manner.
• Demonstrates well-developed communication (verbal and written) and interpersonal skills to interact effectively with a diverse group of people in a professional, courteous, friendly and sincere manner.

Working Conditions

• Works in a medical office environment.

Physical Demands

• Requires the physical ability and stamina (i.e., to remain on feet and walk for long periods of time, ability to push wheelchairs and carts, to lift or pull patients or supplies, to provide CPR, etc. and to sit for long periods of time) to perform the essential functions of the position.