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Senior office coordinator

Company: Cleveland Clinic
Location: Mansfield
Posted on: March 11, 2020

Job Description:

Description:St Lucie CountyJob Profile Summary:Acts as the "gateway" for patient access directly through the physician's office and handles the daily operations of the practice. Supervises all clerical operations as they relate to the support and maintenance of the physician's practices. Ensures staff performs daily duties including, but not limited to, answering the phone and triaging calls, scheduling appointments / diagnostic testing and/or surgical procedures, obtaining referral / authorizations, maintaining physician(s) calendar, reconciling and batching charge tickets, and handles all issues related to the physician's practice.Responsibilities:Acts as the "gateway" for patient access directly through the physician's office and handles the daily operations of the practice.Supervises assigned clinical support staff with consistent proper human resources management practices, provides an environment which is safe and encourages teamwork in order to promote retention, productivity, and a quality customer oriented team.Participates in the interviewing and hiring process.Coordinates and implements the training of new employees and identifies/address areas of concern.Ensures they meet all requirements during their 90-day new hire period.Ensures continuous training, education, and development of clerical staff.Conducts and completes performance evaluations for all staff after 45 and 90 days of employment and annually.Maintains accurate employee records, processes / monitors time cards, employee overtime, and employee PTO requests in a timely manner consistent with budgetary guidelines.Documents any and all policy violations and follows the procedure for the issuing of a corrective action in a consistent manner.Oversees the daily operational workflow, assess workload, evaluates staffing needs, and makes arrangements for coverage.Works with the other SOCs to ensure appropriate staffing levels to maintain maximum efficiency.Maintains close working relationship with the physicians, Nurse Manager, and Sr Front Desk Coordinator of respective pod to resolve problems and ensure adherence to quality and performance standards.Identifies problems, finds resolutions, and notifies Director and/or Administration when necessary, to provide excellent customer service and patient satisfaction.Complies with and supports all internal policies, CCF initiatives, and activities to ensure the effective utilization of department resources and the ongoing success of daily operations.Meets with assigned staff to deliver information, educate on internal policies and procedures, obtain feedback, and provide open communication within the team.Reviews and/or orders necessary office and/or medical supplies while staying within budgetary limits.Facilitates the access of patients to CCF through direct patient appointment scheduling or by serving as a liaison between patient, Central Appointments, and/or other medical departments.Reviews the Expert Notify list daily and the Open Encounter report weekly to ensure that charge tickets are batched and submitted and that open encounters are worked in a timely manner.Monitors departmental phone stats daily ensuring patient phone access directly through the physician's office, meeting target of 90% answer rate.Submits weekly phone access statistics for all departments on the Symposium system and participates in biweekly meeting with Administration to review.Ensures that staff obtains proper information such as PCP, referring physician, CPT/DX codes prior to entering request into referral module.Identifies whether patient needs referral and/or authorization and obtains referral and/or authorization for same day add-on appointment and same day inpatient hospital admissions.Assists with calendar, meetings, and travel arrangements as requested and ensures proper forms are completed.Ensures all patients are rescheduled relating to physician out days in a timely manner.Education:Demonstrated leadership and personnel management skills and the ability to organize, motivate, and develop clerical staff.Excellent customer service, interpersonal, and oral and written communication skills.Excellent interpersonal skills to communicate with physicians, residents/fellows, nurses, patients/visitors, and Administration.Must have strong organizational skills to coordinate and perform multiple activities.Ability to analyze operational aspects of respective departments and provide input.Knowledge of medical terminology gained through experience or formal course work.Good arithmetic skills (additions, subtraction, multiplication, division, percentage).Typing proficiency with the ability to format, spell, punctuate, edit, and proofread typed copy.The policy of Cleveland Clinic and its system hospitals (Cleveland Clinic) is to provide equal opportunity to all of our employees and applicants for employment in our tobacco free and drug free environment. All offers of employment are followed by testing for controlled substance and nicotine. Job offers will be rescinded for candidates for employment who test positive for nicotine. Candidates for employment who are impacted by Cleveland Clinics Smoking Policy will be permitted to reapply for open positions after 90 days. Decisions concerning employment, transfers and promotions are made upon the basis of the best qualified candidate without regard to color, race, religion, national origin, age, sex, sexual orientation, marital status, ancestry, status as a disabled or Vietnam era veteran or any other characteristic protected by law. Information provided on this application may be shared with any Cleveland Clinic facility.Cleveland Clinic is pleased to be an equal employment employer: Women/Minorities/Veterans/Individuals with Disabilities

Keywords: Cleveland Clinic, Mansfield , Senior office coordinator, Administration, Clerical , Mansfield, Ohio

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