Patient Service Coordinator

AllCare Health, Inc.; Grants Pass (OR); On-site; USD 27,552 - 30,307; Full time

Benefits offered by this job

Affordable healthcare

401k retirement

Wellness programs

Flexible schedule

Job summary

AllCare Health in Grants Pass, OR is seeking a Patient Services Coordinator for the Shady Cove team to handle front-desk duties, appointment scheduling, and patient reception. The role requires strong customer service, data entry in the EHR, and adherence to HIPAA guidelines.

The position emphasizes professional communication, ability to collect copays, manage medical records, and coordinate referrals while maintaining a friendly and efficient clinic atmosphere.

Qualifications

• High school diploma or GED required.
• Six months to one year of related experience in customer service or reception, preferably in a medical office.
• Current Basic Life Support (BLS) certification or willingness to obtain within 90 days of hire.
• Proficient with Microsoft Office; comfortable with EHR systems and data entry.

Responsibilities

• Serve as the first point of contact for patients entering the clinic and assist them throughout their visit.
• Schedule appointments and input/update patient demographics in the EHR system.
• Obtain insurance referrals and prior authorizations for ancillary appointments.
• Explain financial requirements to patients and collect copays as required.
• Maintain organized medical records and ensure confidentiality per HIPAA.

Skills

Customer service

Multitasking

HIPAA compliance

Data entry

Phone etiquette

EHR knowledge

Microsoft Office

Bilingual English/Spanish

Education

High school diploma or GED

Tools

Microsoft Office Suite

Electronic Health Records (EHR)

10-key calculator

Job description

AllCare Health Headquarters, Grants Pass, OR, US

6 days ago Requisition ID: 1215

Salary Range: $20.00 To $22.00 Hourly

Patient Services Coordinator with the AllCare Medical Group - Shady Cove team in Shady Cove, Oregon

We Are Seeking Qualified Candidates to Join Our Team!

AllCare Health offers competitive wages, an excellent benefits package including affordable healthcare, 401k retirement, wellness programs, and flexible schedule options.

Summary

This position is responsible for day-to-day administrative and general office duties. The role serves as the first point of contact for patients entering the clinic and assist them throughout their visit by performing the following duties.

• Performs essential office duties such as word processing, filing, faxing, data entry, phones, greeting and assisting visitors and patients.
• Greets patients, clients and visitors and determines the purpose of visit and directs them to the appropriate person or department.
• Facilitates patient flow and communicates delays with patients and clinical staff.
• Processes and tracks medical records releases and requests and relies on knowledge to decipher when a patient signature is needed or not needed.
• Correlates outgoing specialty referrals, verifies and documents appointments.

Job Duties

• Obtains insurance referrals, prior authorizations for all ancillary appointments.
• Provides exceptional customer service to patients, providers, office staff, and other representatives via inbound and outbound calls as well as in person.
• Maintains effective communication with patients, co-workers, and supervisor.
• Schedules patients for appointments, and inputs/updates patient demographic information in the EHR system.
• Schedules surgery assist and special events when necessary.
• Answers phone calls in a prompt and professional manner and routes calls appropriately, offering voice mail, or redirection of calls as needed.
• Follows all clinic policies on safety and security, maintains restricted areas and computer system passwords in strict confidentiality.
• Explains financial requirements to the patients or responsible parties and collects copays, as required.
• Creates, updates, organizes, and maintains all chart based medical records
• Sends and receives medical records, obtaining patient consent when necessary to comply with all regulations.
• Maintains the tidiness and organization of the reception and patient waiting areas.
• Monitors medical office supplies and inventory, places orders and oversees office equipment, as needed.
• Maintains punctual, regular and predictable attendance.
• Maintains proper documentation regarding the release date and recipient of sent medical records.
• Calls patients regarding risk management for emergency department or hospital visits
• Identifies internal and external challenges related to referrals and develops and implements new processes to improve efficiency within the department.
• Reviews referral order documentation to determine if documentation supports requested referral and reviews for accuracy of codes.
• Information access: entire medical record, insurance information, limited billing and collection amounts to enable coverage for the clinic supervisor when necessary.
• Ensures rooms and equipment are kept clean; maintains laboratory equipment when necessary.
• Closes office at end of day.
• Covers and fills in for staff members as needed for efficient functioning during regular office days
• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation.
• Respectfully takes direction from leadership.
• Meets all required training including those listed in Relias Learning Module System (LMS).
• Performs other duties as assigned.

On Call Responsibilities

This position does not have any on call responsibilities.

Supervisory Responsibilities

This position does not have any supervisory responsibilities.

Qualifications

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Being bilingual in another language, including American Sign Language (ASL), is an invaluable skill that enhances our ability to deliver culturally responsive care. We strongly encourage you to apply if you are bilingual.

All relevant experience can be listed in your resume to perform essential duties of the position including the following: lived, volunteer, professional, or a combination of experience and education.

Education

• High school diploma or general education degree (GED) required.

Experience

• Six months to one-year related experience and/or training in customer service or reception, preferably in a medical office setting.

Certificates, Licenses, and/or Registrations

• Current Basic Life Support (BLS) Certification or willingness to be certified within 90 days of hire.

Technical Skills

• Familiarity with the Healthcare industry.
• Ability to type 45 WPM and operate a 10-key calculator by touch.
• Exceptional writing, editing, and proofreading skills.
• Excellent organization and time-management skills.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
• Knowledge of and compliance with HIPAA regulations.
• Excellent customer service skills to respond appropriately and interact positively with upset customers.
• Knowledge of phone customer service best practices and experienced with multi-line call centers.
• Excellent at recognizing the signs and symptoms of trauma in patients, families, and staff; and actively avoid re-traumatization.

Interpersonal Skills

• Demonstrate accountability, inspiring trust and confidence from others.
• Self-resolve most conflicts or misunderstandings with minimal need for direct supervision.
• Work with high initiative, energy and effectiveness in a fast-past environment.
• Effectively and professionally communicate with team members and customers.
• Collaborate within a multidisciplinary, diverse team to provide professional service.
• Interact positively with customers to satisfy needs and resolve problems in a pleasant and professional manner.
• Prioritize and organize work according to competing timelines.
• Allocate your time so that you can complete tasks within established deadlines.
• Adapt to change, learn quickly, and work with ambiguity.
• Use creativity and resourcefulness to solve new problems.
• Cope and self-manage during stressful situations.
• Maintain an attentive and empathetic demeanor.
• Maintain a high degree of professionalism and confidentiality.
• Effectively work with people with mental illness and from diverse backgrounds and experiences.
• Provide respectful and understanding service to customers within a multicultural environment.
• Create a pleasant experience for all customers, such as being personable and attentive.
• Meet timelines for goals safely and with high level of quality.
• Negotiate, consider many viewpoints and settle differences quickly.
• Make decisions independently in accordance with established policies and procedures.
• Take initiative and apply sound judgment in completing tasks and responsibilities.
• Seek out information to learn more about our environment and community.
• Examine and shift behaviors, as appropriate.
• Commit to being culturally aware.

Bilingual in English/Spanish is preferred for this position.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to balance cash drawer.

Computer Skills

Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, and preserve/backup important data. Must be adept at using various applications including electronic health records software, database spreadsheet and word processing.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Physical Demands & Work Environment

The Patient Services Coordinator is expected to spend the majority of time in a sitting position, with occasional walking and standing. Use of hands and arms will be required. Because of exposure to patient records of all types, the highest standard of patient confidentiality and privacy as established by business policy and HIPAA requirements must be maintained.

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

• The employee must be able to work onsite for all scheduled shifts.
• The employee has exposure to communicable disease and body fluids.
• Because of exposure to patient records of all types, the highest standard of patient confidentiality and privacy as established by business policy and HIPAA requirements must be maintained.

AllCare Health is incorporated as an Oregon Benefit Corporation and has earned the coveted Certified B Corp® status since 2017. As such, AllCare Health considers its impact on community, society, and the environment in all business decisions. We have long recognized the value in social, economic, and environmental concerns of our employees, customers, and community members. (Learn more about B Corps at https://bcorporation.net/about-b-corps )

AllCare Health headquarters are located in Grants Pass in Southern Oregon on the Rogue River, surrounded by mountains, forests, small farms, and breathtaking views. This thriving and energetic community is ideal for families and outdoor enthusiasts, with a temperate Pacific Northwest climate. We enjoy easy access to outdoor sports and recreation, river rafting, fishing, hiking, biking, wineries, outdoor concerts, the world-famous Ashland Shakespeare Festival, the stunning Oregon coast, magnificent redwood forests, pristine beaches, and much more.

The AllCare Health family of businesses is guided by our corporate principles:

Purpose | Working together with our communities to improve the health and well-being of everyone.

Values | Trust, Innovation, Relationships, and Voice.

Vision | Thriving, Inclusive, and Equitable communities.

Brand Promise | Changing Healthcare to Work for You.

AllCare Health is dedicated to building a diverse and authentic workplace centered in belonging and serving our growing community. If you are excited about this open position but your experience does not align perfectly with every qualification in this post, we encourage you to apply anyway or reach out to our human resources department. You may just be the right candidate for this role or others.

If you need accommodations, help in the application process, or wish to receive this job announcement in an alternative format, please call 541-471-4106 and ask for Human Resources.

All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.

Monday - Friday; 8:00am - 5:00pm w/ a 1 hour unpaid lunch & two 15 minute paid breaks
40 hours per week