POSITION SUMMARY

The Administrative Coordinator acts as a liaison between providers, staff, and external stakeholders and departments to ensure the consistent and efficient operations of the assigned practice, department, or program.  Performs technical and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the practice, department, or program.

MINIMUM REQUIREMENTS

Education:

1. High School diploma or equivalent.
2. Completion of a Medical Office Professional program or equivalent preferred

Experience:

1. Two years of administrative experience in registration, scheduling, and/or clerical program support preferably in a medical practice or clinical setting preferred.
2. Experience in office functions: coordinating mass mailings including the use of mail merge functions; data entry and filing; knowledge of various software programs including MS Word, Excel, and Access preferred.

Knowledge, Skills, Abilities:

1. Excellent customer skills are essential.
2. Knowledge of physician office procedures, medical terminology, grammar and spelling.
3. Working knowledge of office equipment such as copiers, fax machines, telephones and computers.
4. Ability to sort and file materials by alphabetic and numeric systems.
5. Ability to speak clearly and communicate effectively and to read, understand and follow written and verbal instructions.
6. Ability to record messages and patient data accurately.
7. Knowledge of medical terminology is preferred.

License/Certification/Registration:

None

SUPERVISION RECEIVED

Receives general supervision from the Practice Manager.

SUPERVISION GIVEN

None

ESSENTIAL FUNCTIONS

1. Coordinates daily clinic activities including patient scheduling and flow, ensuring adequate and appropriate staff coverage as well as managing employee’s allocation and schedules.
2. Responds to requests for information and data; prepares ad hoc reports for management by conducting required research, analyzing the data and organizing the data in the requested format.
3. Coordinates daily clinic activities including patient scheduling and flow, ensuring adequate and appropriate staff coverage as well as managing employee’s allocation and schedules.
4. Coordinates general facility issues and maintenance as well as ensure that there are adequate and appropriate levels of supplies, equipment, tools, etc.
5. Identifies information technology dysfunctions. Communicates and coordinates problems with the appropriate personnel.
6. May balance cash payments, cash on hand, and prepare daily bank deposits per the cash control procedure at end of shift.  Records payments and maintains required records, reports and files.
7. Assists with billing related activities such as researching missed charges, referrals and prior authorizations.  Obtains information to process claims or resolve denials.
8. Coordinates the completion of outstanding documentation deficiencies and/or CDI query requests.
9. Prepares CME and other expense reports, request checks, and address invoices.
10. Tracks provider licensure and proactively notifies providers when license or certification needs to be renewed.
11. Answers telephone calls, takes messages, responds to inquiries and transfers calls as appropriate.  Responds to emergency calls per established procedures.
12. Addresses initial patient complaints, collects relevant information, and reports to the Practice Manager as needed.
13. Creates schedule templates, performs schedule-planning activities and creates schedule reports as needed.
14. Processes on-call schedules (e.g. generate, update, fax, etc.)
15. Provides assistance in the coordination of student activities (student observerships/internships, medical students, and residents) by facilitating communication of process and scheduling assignments if necessary.
16. Trains, observes, and coaches staff to ensure adherence to all administrative policies and procedures as applicable.
17. Provides input to Practice Manager for employee disciplinary actions and performance appraisals.
18. Completions of regular reporting for the practice, department, or program (e.g. PSU medical student and resident hour tracking).
19. Prepares and/or modifies written correspondence and reports and compile financial data as assigned.  Distributes as directed.
20. Orders and maintains sufficient inventory of office supplies and equipment.
21. Creates letter templates and organizes filing systems, mailing, faxing, copying, communication modalities, etc.
22. Processes payroll through Kronos and monitors overtime utilization.
23. On a regular basis, documents staff performance to be used during the completion of annual performance evaluations.  In coordination with Practice Manager, addresses any staff related performance issues.

NON-ESSENTIAL FUNCTIONS

Performs related and miscellaneous duties as assigned.