Medical Office Coordinator (Ophthalmology) - #Staff

Medical Office Coordinator

We are seeking a Medical Office Coordinator who will provide friendly, courteous, and confidential assistance to ensure every patient has an outstanding customer service experience during his or her visit to Wilmer Eye Center. Maintains accurate information on each patient to facilitate the patient encounter. Uses automated systems to expedite patient scheduling, pre-registration, check-in, and checkout. Works with others in a team environment.

Specific Duties & Responsibilities

• Oversee the front desks and / or provide backup for Medical Office Coordinators and Sr. Medical Office Coordinators, including early morning hours, lunch breaks, and late afternoon hours as needed, adjusting to daily needs.
• Handling the monthly on-call schedule coordination for the pediatric division through the current system.
• Handles clinical observers' and volunteers' paperwork to participate in observation within the division.
• Proactively monitors provider schedules to ensure clinics and provider calendars are in sync.
• Monitors and responds to INBASKET messages; routes messages to physicians if needed.
• Ensure patient materials, such as faxed medical notes, are scanned to the patient chart in EPIC before the initial visit.
• Process all incoming faxes to ensure prompt responses from staff and providers.
• Schedules special tests, including all forms of imaging.
• Coordinates specialty appointments between multiple departments.
• Uses EPIC for patient scheduling, check-in and check-out, printing AVS, eyeglass prescriptions, and any additional information per providers.
• Mails or faxes patient summary information as directed by providers.
• Provide backup to the Sr. MOC to obtain authorizations and manage as requested for tests, procedures, and drug-related prescriptions. Monitor authorization requests to ensure they are current and requested in a timely manner to avoid delayed treatment. Obtains authorizations from insurance companies for single case agreements and other services that payors require for coverage.
• Screens patient calls and administrative-related issues.
• Answers patient questions where appropriate and determines if a physician's response is required.
• Registers patients for clinical appointments using the electronic medical record system (Epic).
• Scans medical record documents into Epic.
• Monitors and responds to in-basket messages within expected time frames.
• Collects time of service payments, issues receipts, and prepares end-of-day reconciliation.
• Discusses patient charges, if appropriate, with patients and / or patients' families.
• Refers patient to the appropriate office if financial counseling is necessary.
• Assists with basic insurance and third-party queries and explains payment policies.
• Reschedules patients when the provider's clinic schedule changes.
• Maintains familiarity with various types of medical insurance to properly schedule patients and answer patient questions.
• Schedules patients for laboratory tests, medical examinations, and procedures.
• Resolves any schedule conflicts.
• Uses automated records systems to access, enter, and edit patient information.
• Coordinates visits either within the office or between other offices and / or departments.
• Verifies and enters pre-registration and insurance information into the electronic medical record system (Epic). Obtains and / or verifies patient's demographic data by phone or in person.
• May obtain pre-certifications as required by patients' health care insurers or managed care providers.
• Responds to requests for completion of various medical forms for patients (MVA forms, disability forms, workers' compensation forms, etc.)
• Proactively seeks to schedule / reschedule patients for efficient utilization of resources (e.g., backfill to cover cancellations or add urgent appointments).
• Operates a personal computer to access e-mail, electronic calendars, and other basic office support software.
• Other duties as assigned.

Minimum Qualifications

Preferred Qualifications

Classified Title : Medical Office Coordinator

Role / Level / Range : ATO 40 / E / 02 / OD

Starting Salary Range : $16.20 - $28.80 HRLY ($22.00-$24.00 targeted; Commensurate w / exp.)

Employee group : Full Time

Schedule : Monday-Friday, 8 : 30 am - 5 : 00 pm

FLSA Status : Non-Exempt

Location : School of Medicine Campus

Department name : SOM Oph Pediatric Ophthalmology

Personnel area : School of Medicine