Practice Coordinator – Maple Heights Hospital

TeamHealth; Fort Wayne (IN); Remote; USD 40,000 - 60,000; Full time

Job summary

A healthcare services organization is seeking a Practice Coordinator to support administrative and operational duties. The role involves maintaining accurate medical records, coordinating documentation, and achieving productivity standards. Candidates should have experience in a medical records setting, strong communication and organizational skills, and proficiency in Microsoft Excel and Word. This position offers a remote work environment with responsibilities that may vary based on clinical needs.

Qualifications

• Recent and relevant experience in medical records administration, ideally in a hospital.
• Familiarity with patient registration and medical documentation.
• Capacity to perform essential duties in a healthcare environment.

Responsibilities

• Support TH Hospital Medicine management and staff.
• Maintain patient confidentiality and compliance with HIPAA.
• Coordinate clinical documentation and billing processes.

Skills

Excellent communication skills

Excellent organizational skills

Detail-oriented

Ability to work independently

Proficient in Excel

Proficient in Word

Education

BA or equivalent job experience

Job description

Overview

The Practice Coordinator is responsible for supporting and maintaining the practice both administratively and operationally. Administratively, by supporting TH Hospital Medicine (THHM) Facility Medical Director, VP of Client Services, Regional Medical Director, and TH HM provider staff, and by working with hospital administration to ensure all needs are met. Operationally, by accurately identifying and accounting for each patient seen in the hospital by the hospitalist physicians. The Practice Coordinator is responsible for obtaining, reconciling, and forwarding all required documents of each in-patient medical record to the designated Billing Center. Upon completion of preparing each batch, the Practice Coordinator will maintain accurate data to report the number of records being sent and specific key measures from those visits. Additionally, the individual in this position will work with the facility to gather key facility metric data for dashboards. The individual in this position is required to perform to productivity standards and meet target goals as outlined by the Practice Coordinator Supervisor.

Essential Responsibilities

• The Practice Coordinator is responsible for carrying out duties as directed by TeamHealth.
• The Practice Coordinator shall communicate regularly with the designated TeamHealth Supervisor.
• The Practice Coordinator will follow and maintain patient confidentiality appropriately with HIPAA compliance standards at all times.
• Will access hospital information systems or work with facility staff to procure patient demographic and insurance data to ensure correct billing information and updates are sent to the billing center.
• Coordinate completion of all physician clinical documentation and proactively work with the medical director to ensure complete documentation and signatures.
• Alert the Supervisor and seek assistance from TeamHealth when an activity or process change at the facility changes or deviates from the current process.
• Achieve and maintain individual target goals for the facility as designated by the Supervisor.
• Maintain professional appearance and performance at all times.
• Support Facility Medical Director, VP of Client Services, Regional Medical Director, and TH HM provider staff.
• Coordinate monthly TH HM administration meetings – scheduling, agenda preparation, and minutes; monthly provider meetings – scheduling, agenda preparation, and minutes; facilitate provider scheduling changes and notifications.
• Month data collection and tracking of key metrics for dashboards; completion of dashboards for electronic interfaces.
• Message and mail distribution; miscellaneous duties or tasks as assigned by leadership (e.g., brochure distribution, marketing, Call Back Program, PCP Notification Program).
• Obtain a copy of the in-patient records for each patient at discharge and ensure each medical record contains required items prior to batching, including physician chart with H&P and Discharge Summary, daily progress notes, patient demographics, insurance information, physician orders, and applicable code sheets. Batch records are then assembled with all complete records reconciled to the discharge report.
• Ship work to the designated Billing Operations Center (BOC) and maintain the supplies necessary to accomplish this task.
• Communicate with TH HM Supervisor and TH HM physicians when records are incomplete; if not completed within the acceptable time frame, notify TH HM Director, Facility Medical Director, Vice President of Client Services, and Regional Medical Director as needed.

Job Qualifications

Candidates should possess recent, active, and relevant experience in the medical records administration industry, ideally within the past six months in a hospital or physician’s office setting. This includes familiarity with patient registration, medical documentation, and clerical reconciliation, as well as the ability to maintain accurate and compliant record-keeping. Experience should demonstrate the capacity to perform the essential duties of the role in a comparable healthcare environment and reflect current knowledge of industry standards, tools, and regulatory requirements.

• BA or equivalent job experience is preferred
• Excellent communication skills
• Excellent organizational skills
• Ability to develop and maintain positive working relationships
• Ability to work independently with speed and accuracy
• Detail-oriented with efficient time management abilities
• Excel and Word proficient

Cooperative, positive, courteous, and professional behavior and conduct are essential functions of every position. All employees must be able to work with others beyond giving and receiving instructions. This includes getting along with coworkers, peers, and management without exhibiting behavior extremes. Job functions may require personal leadership skills such as conflict resolution, negotiating, instructing, persuading, speaking with others, as well as responding appropriately to job performance feedback from the Supervisor. The information contained in this job description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required for this position.

Work Conditions/Physical and Environmental Demands

Because the position is remote to TeamHealth Hospital Medicine, it requires an individual who can work independently. The individual must be conscientious about reporting to management and must maintain the shipping schedule as defined by TeamHealth management.

• Job performed in a well-lit work area (or designated area of the hospital)
• Occasional lifting/carrying (typically 10 pounds or less)
• Prolonged sitting
• Prolonged standing
• Prolonged work on a computer, copier, scanner, fax, and PC
• Occasional telephone work

This position may require manual dexterity and/or frequent use of the computer, telephone, 10-key, calculator, office machines (copier, scanner, and fax), and/or the ability to perform repetitive motions and/or meet production standards to comply with the essential functions. It may also require physical and/or mental stamina to work overtime, additional hours beyond a regular schedule, and/or more than five days per week. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications that may be required of employees assigned to this job. [Link available when viewing the job]

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