Office Coordinator - Wound Care

Job Shift: Days

Job Type: Full Time

Hours: Monday through Friday [8am-5pm]

The Office Coordinator, under the direction of the Program Director, is responsible for day-to-day administrative functions of the Wound Care Center including but not limited to intake, scheduling, registration, insurance verification, data/charge entry, authorizations, medical records and other duties as assigned.

• Commands computer knowledge for operations of word processing, database programs, simple spreadsheet functions, billing and patient account functions and/or Hospital-specific systems.
• Coordinates daily workflow, as well as accurate and timely production of reports and invoices.
• Initiates and maintains accurate data files including, but not limited to patient records, patient charges, correspondence and business functions.
• Enters and maintains reports of daily charges for each business day, week and month; generates daily, weekly, monthly reports as needed by Hospital and/or Program Director.
• Maintains Consistent and Accurate Information Flow and Documentation for Patient Records, Accounts, Finance and Reimbursement
• Demonstrates knowledge of third party payor system including Medicare, Medi-Cal, commercial, PPO and HMO systems and assists with financial counseling of patients.
• Maintains excellent interpersonal skills with other Hospital Departments, where applicable for smooth information flow and knowledge of system changes.
• Verifies patient insurance and collaborates to monitor ongoing preauthorization requirements with immediate attention to all denials to maximize reimbursement.
• Demonstrates responsibility for record keeping, collection and transport of money from collection of co-pays.
• Administers Medical Records System in Collaboration with Clinical Staff
• Maintains knowledge of current medical records requirements for outpatient department and applies knowledge of policies and procedures related to medical record information, confidentiality, and release of records, abbreviations and historical data.
• Collaborates with clinic staff to develop and maintain system for medical records to ensure completeness of all files and all aspects of patient privacy, confidentiality and informed consent.
• Collaborates with appropriate departments, as well as wound care physician offices, to get documentation or information to facilitate diagnostic and procedural coding.
• Generates letters to referring physicians from chart data as directed by managerial staff.  Develops and maintains patient scheduling systems in collaboration with medical and clinical staff.
• Responsible for Prioritized Flow of Operations as well as Proficient Interpersonal Communications
• Demonstrates proficiency in all interpersonal, phone and reception duties.
• Maintains tracking system for all inquiries relative to marketing and growth of the Program.
• Works to ensure that patients maintain all scheduled appointments (via reminder phone calls, transportation assistance, discussing with Program Director and/or patient’s wound care physician)
• Maintains log of all pertinent caller information for inquiry follow-up and patient information.  Follows up on all inquiries not converted to appointments at least weekly or until resolution.  Notifies Program Director of results on a daily basis.
• Types and files medical and business correspondence accurately.
• Maintains inventory of office supplies adhering to budget guidelines.
• Develops and maintains patient scheduling system in collaboration with medical and clinical staff.
• Handles mail, correspondence, packages and clinical specimens in a timely and appropriate manner.
• May assist Program Director, Clinical Manager and Clinical Outreach Coordinator in projects and marketing functions.
• Handles daily and routine problems following proper channels of communication and recognizing issues for referral to management.
• Demonstrates good organizational skills for prioritizing and delegating with follow-up for quality.
• Assumes active role in Program by participating in staff meetings and keeping minutes.
• Attends all mandatory in-services and other professional education opportunities to enhance skills.
• Makes recommendations to management of changes or additions to office functions.

•    High school graduate; some college preferred
•    Prior medical office or hospital clerical experience
•    Proficiency in word processing, database programs and spreadsheets
•    Excellent organizational skills, oral and written communication skills
•    Medical accounts billing experience desirable

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