Patient Services Coordinator- Elgin

Graceworks Lutheran Services; Elgin (IL); On-site; USD 49,000 - 55,000; Full time

Job summary

An established industry player is looking for a dedicated Coordinator to oversee Patient Services in a dynamic healthcare environment. This role involves managing patient registration, ensuring compliance with regulations, and fostering a supportive atmosphere for staff and patients alike. The ideal candidate will bring strong organizational skills and a commitment to quality service, contributing to the overall efficiency of operations. With opportunities for professional growth and a rewarding compensation structure, this position is perfect for someone passionate about making a difference in patient care.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Tuition Reimbursement

Paid Time Off (PTO)

403b Retirement Plan

Qualifications

• 3+ years in a medical office environment with patient services experience.
• Proficient in data entry and Microsoft Office applications.

Responsibilities

• Oversee patient registration and scheduling functions.
• Ensure compliance with HIPAA and other policies.
• Train and evaluate front office staff performance.

Skills

Data Entry

Microsoft Works

Excel

Organizational Skills

Bilingual (Spanish/English)

Education

Associates Degree

Job description

Working together with the Associate Director of Patient Access Services, the Coordinator position is designed to oversee Patient Services (registration/scheduling) in various locations, ensuring the efficient flow of the Health Center’s financial and demographic information to end users with an emphasis on quality, compliance, cost, and customer service. The Coordinator will oversee business operations, including all front-end processes, to ensure streamlined patient services and timely, accurate business information to guarantee payments for services provided.

The role promotes quality patient/client relations and creates a supportive environment by serving as a role model. It requires respecting patient confidentiality and adhering to all policies and regulations. The Coordinator works with minimal supervision, consulting the Director as needed, and serves as a subject matter expert (SME) for staff in Patient Services, assisting in maintaining patient flow within revenue cycle operations. The role must foster team commitment, motivation, satisfaction, and productivity.

Primary Functions:

1. Maintain daily scheduling/registration functions for timely patient registration, accurate data entry, and supervision of cashiering processes.
2. Oversee front-end clinic functions across all related departmental entry points.
3. Supervise pre-registration functions, verifying insurance, obtaining authorizations, inputting financial classifications, and documenting co-payments.
4. Serve as a resource for departmental processes such as scheduling, registration, insurance verification, documentation, and cash handling, referring inquiries appropriately.
5. Review and train front office staff to ensure timely and accurate completion of processes.
6. Complete annual performance appraisals, and recommend merit increases, promotions, or disciplinary actions to the Associate Director.
7. Provide ongoing training and communicate policy changes through staff meetings.
8. Ensure adequate staffing daily and participate in hiring and training new staff following HR policies.
9. Assist in developing and managing the annual operating budget within guidelines.
10. Contribute strategic insights and operational initiatives to the Associate Director.
11. Perform other duties as assigned.
12. Maintain employee schedules to meet productivity and quality standards, ensuring excellent customer service and positive relationships.
13. Hire, train, and evaluate staff using coaching and counseling techniques.
14. Manage access to secure locations, ensuring security and cash handling compliance.
15. Train staff on EPIC registration and cash processing functions, and on eligibility systems.
16. Maintain up-to-date training programs, especially regarding insurance updates.
17. Ensure quality analysis of Patient Service Representatives, including insurance accuracy and collection procedures.
18. Conduct regular audits, providing feedback and training to improve employee performance.
19. Develop procedures for accurate patient registration, appointment follow-ups, and receipt recording.
20. Lead process improvement initiatives and collaborate with other coordinators.
21. Streamline processes at assigned locations and assist colleagues as needed.
22. Recognize top performers through reports and acknowledgments.
23. Observe and provide real-time feedback to staff on registration processes and collection accuracy.
24. Maintain inventory and ensure cleanliness and readiness of work areas.
25. Enforce dress code policies and maintain a professional appearance.
26. Develop specialized knowledge of the Revenue Cycle and communicate with leadership on priorities.
27. Ensure compliance with HIPAA and other policies, reporting breaches immediately.
28. Stay updated on changes affecting patient services, including Medicare, managed care, and FQHC requirements.
29. Familiarize with and adhere to all organizational policies and conduct oneself according to behavioral standards.

Compensation:

Salary Range: $49,280 - $54,958.80, depending on experience.

Incentives:

Earn up to $500 quarterly based on productivity goals.

Employee Benefits:

Medical, Dental, Vision, STD, LTD, Life Insurance, Critical Illness, Personal Accident Insurance, 403b, PTO, Tuition Reimbursement.

Qualifications:

• Associates Degree or equivalent work experience in a healthcare patient services role.
• Proficient in data entry, Microsoft Works, and Excel.
• Minimum three years’ experience in a medical office environment.
• Ability to manage and evaluate staff performance.
• Knowledge of Medicaid, Medicare, and commercial insurance guidelines, billing, and reimbursement processes.
• Understanding of insurance verification procedures and coding systems (CPT, ICD).
• Bilingual in Spanish/English preferred in reading, writing, and speaking.
• Strong organizational and workflow improvement skills.
• Current driver’s license and insurance for Illinois.
• Meet health policies and requirements as per organizational standards.

Essential Functions/Physical Requirements:

1. Effective verbal and written communication.
2. Manual dexterity.
3. Sensory acuity (tactile, visual, olfactory).
4. Ability to drive.
5. Ability to handle stress.

VNA complies with EEOC and ADA laws.

Revised and last review dates are noted for documentation purposes.