Practice Coordinator (58709)

ApolloMD; Cookeville (TN); On-site; USD 35,000 - 55,000; Full time

Job summary

ApolloMD is seeking an organized medical office administrator to partner with providers, hospital staff, and the operations team. You will ensure documentation is properly imported for billing and coding, coordinate with the HIM department, and support the physician group with scheduling and credentialing tasks.

The role requires strong communication, confidentiality under HIPAA, and the ability to manage multiple administrative duties in a fast-paced hospital setting.

Qualifications

• Graduate or equivalent to High School Diploma required.
• Associates or bachelor’s degree in Business or Healthcare Administration preferred.

Responsibilities

• Monitor and ensure documentation imports into third-party platform.
• Daily Census reconciliation.
• Communicate with providers regarding documentation and chart completion.
• Meet month-end payroll goals.
• Assist with provider orientation.
• Manage scribe partnership including scheduling and payroll deductions.
• Attend departmental meetings and distribute minutes as needed.
• Maintain reports required by facility/operations team.
• Assist with provider scheduling and updating Shift Admin.
• Provide administrative support to providers, medical director, operations, credentialing and recruiter as needed.
• Collaborate with HIM department on provider queries (deficiencies).
• Handle daily admin tasks: calls, mail, faxes, home health orders, death certificates, pharmacy calls, supplies.

Skills

Interpersonal communication

Organizational skills

Time management

Decision making

Professionalism

Education

High school diploma or GED

Associate or bachelor’s in Business or Healthcare Admin (preferred)

Tools

Microsoft Office

Electronic health records (Ingenious Med)

Job description

Reports to Manager, Practice Coordination

Job Description: Works collaboratively with providers, hospital staff, and operations team to ensure adequate documentation is obtained from the hospital electronic medical for billing and coding. This includes manually processing electronic records where applicable. Responsible for the day-to-day administrative duties and communication to providers on chart completion. Serves as the liaison between hospital, providers, and corporate office, facilitating communication between all necessary parties.

RESPONSIBILITIES

• Monitor and ensure all documentation is importing in third-party platform.
• Daily Census reconciliation
• Communicate collaboratively with providers regarding documentation requirements and chart completion.
• Must meet month-end goals for payroll.
• Assist with provider orientation.
• Will manage scribe partnership at designated hospital to include scribe scheduling and payroll deductions.
• Attend departmental meetings, in-person, or virtual. May be asked to record and distribute minutes.
• Maintain daily/weekly/monthly reports that are required by facility and/or operations team.
• Assist medical director and operations team with provider scheduling. This includes updating Shift Admin.
• Will provide administrative support to the providers, medical director, operations team, credentialing and recruiter as needed.
• Collaborate with the hospital HIM department to assist with provider queries (deficiencies).
• Responsible for daily administrative office tasks including but not limited to, incoming calls, mail, faxes, home health orders, death certificates, pharmacy calls, and ordering and maintain office supplies.
• Maintain strictest confidentially adhering to all HIPAA guidelines/regulations.
• Paid time off must be scheduled two weeks in advance to maintain consistent workflow.
• Additional site-specific duties listed as Addendum A.

STANDARDS OF BEHAVIOR

• Provide highest quality of service to hospital staff, providers, operations team, and patients.
• Must develop and maintain positive relationships with hospital staff and providers.
• Support and participate in activities that promote customer and patient satisfaction.
• Demonstrate courteous polite, friendly, respectful, and cooperative behavior toward others.
• Assumes accountability and responsibility for actions.
• Ability to work with diverse populations (patient, staff, physicians) under difficult and stressful situations.
• Maintains a professional appearance through adherence to dress code and personal hygiene. Wears hospital ID badge when onsite.
• Maintains uncluttered and litter-free workplace.
• Sensitive information including, but not limited to, patient records, charts, hospital documents and employee information is kept confidential without exception.
• Adheres to policies regarding attendance, tardiness, breaks and time clocks.
• Ensure that personnel and supplies of the organization are used in a cost-effective manner.
• Maintains high productivity and performs tasks efficiently.
• Responds to difficult situations with self-control and a positive attitude.
• Makes decisions independently and knows when to ask for assistance. Exercise good judgment.

Demonstrates and supports a culture of diversity, equity, and inclusion.

Qualifications

MINIMUM JOB REQUIREMENTS

Education:

• Graduate or Equivalent to High School Diploma required.
• Associates or bachelor’s degree in Business or Healthcare Administration preferred.

Experience:

• Minimum one-year in medical office, physician practice, or hospital setting is required.
• Medical terminology required.
• Medical billing and/or medical office policies and procedures experience preferred.
• Minimum one-year experience with electronic health records is required.
• Standard business software (Microsoft, Windows, Word, Excel, Outlook, and PowerPoint).
• Experience with Ingenious Med and provider schedule a plus.
• Must feel comfortable in communicating directly with physicians, APCs, PAs.

Skills:

• Must possess interpersonal and effective communication skills.
• High emotional intelligence.
• Strong organizational, time management, and decision- making skills required.
• Must be dependable, autonomous, and demonstrate high level of professionalism with ability to handle sensitive situations and confidential information.

Hospital Requirements:

• Must be able to pass a background check and drug screen.

Travel:

• On-site Postion
• Must be willing to travel 5-10% of time. (Where applicable)