Patient Services Coordinator - Administrative

OrthoIndy Northwest; Indianapolis, Northern (IN, KY); Hybrid; USD 38,000 - 48,000; Full time

Benefits offered by this job

Benefits package

Job summary

OrthoIndy Hospital Northwest in Indianapolis, IN seeks an Administrative Patient Service Coordinator to be the primary contact for scheduling a variety of appointment types. The role supports providers across the organization with scheduling, test coordination, referrals, and patient communication.

Initial training occurs in the office for about 90 days, after which the position becomes 100% remote. A comprehensive benefits package is included, and the department is part of OrthoIndy Support

Qualifications

• High school diploma or GED required; AA preferred.
• 2–4 years of healthcare experience required; 4–6 preferred.
• EMR/PM application experience required.

Responsibilities

• Answers calls and schedules patient appointments, tests, and follow-ups.
• Manages test scheduling including radiology, EMG, and referrals.
• Verifies insurance benefits and completes pre-certifications as instructed.
• Maintains accurate records and handles pre-authorization processes.

Skills

Appointment scheduling

Customer service

Phone etiquette

EMR navigation

Education

High School Diploma or GED

Associate degree preferred

Tools

EMR/PM software

Job description

Facility: OrthoIndy Hospital Northwest,Indianapolis, IN
Department: OI Support Services
Shift Details: Full-time hourly, Monday-Friday 8 am – 5 pm. Training in office for approximately 90 days, then 100% remote. Comprehensive benefits package included!

At OrthoIndy everythingwedo is about creating a caring, connected and committed workforce thatdirectly improves the quality of life for our employees and customers.

Be part of something great!

At OrthoIndy, we provideleading-edge bone, joint, spine and muscle care from 22 OrthoIndy locationsthroughout Central Indiana, staying true to our mission and our patients byoffering a full range of procedures and treatment options. We have over80 physicians in our practice and we continue to be one of the most highlyrespected and trusted orthopedic practices in the Midwest. OrthoIndy hasreceived national recognition for patient safety and orthopedic excellence andour philosophy is a physician-owned hospital model where patients experiencesuperior service, safety and patient satisfaction because physicians areinvolved in every aspect of your care.

General Statement of Duties:

The Administrative Patient Service Coordinatoris the primary contact for patients to schedule an array of appointment types.The Administrative Coordinator will support providers needs across theorganization with tasks such as scheduling patient appointments, testscheduling which includes advance radiology, EMG, medication refill requests,and referral management of inbound and outbound referrals. The Coordinatorestablishes a patient friendly environment to facilitate communication betweenpatients and OrthoIndy.

• Answers telephone callsand responds to related patient needs. Responsible for scheduling patienttests, injection procedures and follow up appointments. Accountable formanaging test scheduling worklists, medication refill requests and taskmessages in EMR. Prioritizes 'test general', 'we call patient' and 'patient tocalls us' work list to ensure timely scheduling of test. Responsible forinternal and external referrals, including; test orders from OrthoIndyPhysicians, online appointment request, and non-OrthoIndy physicians. Monitorstest scheduling templates in practice management program to minimize gaps ordelays in the schedule.
• Serves as the liaisonbetween the ordering provider, patient, and medical test facility.
• Responsible forcommunicating time, date and location of a test and any specific instructionsto the patient or patient representative. Responsible for scheduling follow upappointments per instructions on test orders.
• Verifies patientsinsurance benefits and completes pre-certification requirements as instructed.
• Maintains accuraterecords or statistics of weekly test totals as requested by department leadership.
• Responds to test orprocedure related questions from patient or patient representative. Obtainsapproval from ordering provider if test order needs amendments.
• Completes testscheduling screener for all patients. Ensures patient awareness of any specialrequirements prior to test procedures.
  
• Obtain CPT and Diagnosiscodes from Physician, when missing or incomplete. Provides data collection anddata entry. Responsible for sorting the "test general" worklistaccurately and timely. Responsible for checking email and responding torequests from imaging staff when an issue arises. Responsible for working the"implant list" and obtaining necessary implant cardinformation/medical records for imaging techs. Responsible for checking testscheduling voicemail throughout the day. Responsible for obtaining insuranceauthorizations on specific plans outlined by leadership.
• The MedicationCoordinator serves as the primary point of contact for assigned Physicians,private staff, and extenders for established patient inbound calls, voicemail,and online medication refill requests. Reviews and documents medication refillrequest multiple times per day, including checking messages left on the refillline or auto-generated refill emails from the OrthoIndy website. Followsestablished policies and protocols to process requests and obtain approval fromthe treating Physician. Requirements include chart triage, generating inspectreports, and reporting concerns to assigned Physician, documenting noted stepsin Electronic Health Record (EHR).
• Obtains insurance priorauthorization for mediation refills, including submitting necessary clinicalrecords to support the medication's medical necessity. Reviews clinicaldocumentation and medical history information in EHR in order failedconservative treatment and current diagnosis.

Requirements:

• High school diploma or general education degree (GED) required; Associate’s degree (A.A.) or equivalent preferred.
• 2-4 years of healthcare experience required; 4-6 years preferred.
• EMR/PM application experience required.

OrthoIndy is an Equal Opportunity Employer