Medical Office Coordinator

Title: Medical Office Coordinator

Department: Healthcare

Location(s): Varick Street Headquarters, Shelter Based– Healthcare Clinics

Salary:  $44,100

Position Overview:

Project Renewal’s Healthcare Department is seeking a team-oriented, customer-  focused, and strong multi-tasker for the Medical Office Coordinator position! Reporting to the Assistant Administrator of Clinic Operations in the Healthcare Department, the Medical Office Coordinator in close collaboration with clinical team members, program and facility staff to ensure that critical administrative and operational needs for the clinic are being met.

Essential Duties & Responsibilities:

Front-desk support:

• Greet current and prospective patients and visitors, and ensuring all incoming inquiries are either addressed or directed to appropriate resources, in a prompt and courteous manner
• Manage clinic’s daily appointment schedules across all scheduled providers within the electronic health record (EHR) system, including scheduling of onsite and tele-health appointments and ensuring open slots and schedule blocks are entered and updated accordingly

• Ensure clinic team is promptly informed of changes to clinic’s appointment schedules related to cancellations, early arrival and delays

• Facilitates the registration process of new and establish patients by inputting demographic and insurance information into the EHR, ensure all required documents are completed and collect any other data required by federal, state, or contract agencies.
• Ensures accuracy of all patient and visit data each day, verifying patient demographics, insurance, homeless status, and visit status daily.
• Process patient insurance information and conduct eligibility using ePACES and other payor-based portals.
• Explains and reviews the sliding fee discount program (SFDP) with the patient to determine the fee for service based on sliding fee schedule. Updates sliding fee information annually.
• Scans all required documents into the EHR.
• Facilitates visit check out (i.e., scheduling follow-up and specialty appointments).
• Review incoming mail and correspondence and process in accordance with policies and procedures

Coordination of Care:

In collaboration with clinic team members:

• Coordinate across the Project Renewal organization, including healthcare department staff (e.g. Nurse Care Managers), other PRI programs and contracted partners (e.g. shelter-based case management and social service teams), to schedule new / returning patients for services as requested

• Support access to health insurance by referring uninsured / under-insured patients to Enrollment Specialists

• Ensure patient information and confidentiality is protected in accordance with HIPAA guidelines and regulations

Clinical facility:

• Ensure reception area is clean and organized, materials and all signage are visible, in good condition and up to date.
• In partnership with clinic team members, track inventory of office and clinical supplies, and submit supply orders in a timely manner
• Routinely assess office equipment within clinic facility, and reporting issues and requests to appropriate resources (such as, but not limited to: IT department, facilities management, department leadership and contracted vendors)
• Complete additional duties / tasks as assigned by the supervisor

Qualifications:

Minimum Qualifications

• High school diploma or graduation equivalency degree (GED)
• Minimum one (1) year work experience in a medical office setting
• Basic competency in Microsoft Office (Word, Excel)
• Substantial telephone etiquette, verbal, and written communication skills
• Strong time management, multi-tasking, organization, scheduling skills
• Strong internal and external customer service / relationship management skills

Preferred Qualifications

• Associate degree
• Knowledge of clinical procedures usually obtained from a certificate or Associates degree
• Knowledge of office procedures usually obtained from a certificate or Associates degree
• Experience with the eClinical Works (eCW) electronic health record system a plus
• Bilingual; fluency in Spanish a plus

All newly hired Project Renewal staff must provide verification of being fully vaccinated against Covid-19.