Administrative Coordinator

SUMMARY

Under general supervision of the Office Manager/Practice Manager/Medical Director, works independently to perform all administrative duties. These duties include but are not limited to:

• Preparation of patient records
• Registration and pre-registration activities
• Problem resolution
• Appointment scheduling
• Co-payment preparation and collection
• Processing and reconciling billing information
• Scheduling testing
• Providing patient education

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers, and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:

• Instill Trust and Value Differences
• Patient and Community Focus and Collaborate

RESPONSIBILITIES

• Communicate with patient care unit – help utilize anesthesia staffing for inpatients that need to be done either next day or emergently.
• Relay information to anesthesiologists and assist coordinating time and available staff.
• Review anesthesia daily schedule/grid and determine if operating rooms can be aggregated to utilize anesthesia staff more efficiently.
• Contact gastroenterology/catheterization lab/interventional radiology to re-schedule cases based on anesthesia availability.
• Plan ahead and ensure patient care unit cases (e.g., catheterization lab/interventional radiology/gastroenterology) have correctly booked anesthesia. If not, inform each department on how to fix.
• Communicate with other MD's/Fellows/Clinical staff to coordinate anesthesia consults and follow-ups.
• Schedule patients using the scheduling system. This includes establishing the appointment type, specific provider, and appointment time.
• Schedule follow-up appointments.
• May schedule appointments for patients who need lab work, diagnostic imaging, or referral to other medical providers.
• May schedule operating room cases.
• Refer technical/clinical inquiries to appropriate personnel.
• Complete pre-registration and registration process using the electronic information systems.
• Verify demographic data.
• Confirm patient eligibility with insurance carriers and obtain visit and authorizations as necessary.
• Collect co-payments and provide patients with receipts.
• Provide mature, quality customer service to patients, their families, and/or their representatives.
• Mail informational material to new patients in advance of scheduled appointments.
• As necessary, contact agencies outside the practice to obtain pertinent patient information and to coordinate clinic/treatment programs.
• Contact third party payers to obtain required pre-authorizations in accordance with established policies.
• Act as an outpatient center receptionist.
• Make telephone calls to patients as appointment reminders.
• Answer incoming calls.
• Return phone calls to patients, physician offices, and other medical providers.
• Greet arriving patients and verify pertinent information and physician using the electronic information systems.
• Interact effectively with patients and their family members.
• May prepare/set-up examination/procedure rooms; ensures clean/aseptic environment.
• Oversee coding/billing related functions in the practice.
• Verify the appropriateness of the diagnostic codes and CPT codes.
• Provide feedback to physicians regarding coding accuracy.
• Interact with patients and external billing service in order to resolve billing issues, including denials.
• Provide clinical data to payors to assist in denial appeals.
• Obtain and organize medical records for use by physicians.
• Ensure patient's file is complete prior to treatment/clinic visit including appropriate records, lab test results, and x-rays.
• Evaluate file prior to scheduled visit and follow up to obtain missing data.
• Provide coordination between various physicians and other health care providers.
• Assist with development of resources and guides for families, staff, and faculty.
• Interact with others, within and outside the practice, to explain services, policies, and procedures, coordinate scheduling and special arrangements, and resolve matters within the scope of own authority, or as directed by supervisor.
• Under the general supervision of the Manager, may update departmental and professional policy/procedures manuals.
• Maintain inventory and order office and medical supplies at own discretion according to knowledge of usage patterns and budgeted allowances.
• Prepare and follow-up on purchase orders and requests for checks.
• Meet with vendors to review and/or evaluate new office supplies or equipment.
• Perform literature searches and prepare bibliographies on a given topic, as requested.
• May maintain departmental resource library.
• Operate office machines such as a personal computer, calculator, photocopier, and dictation equipment.

MINIMUM QUALIFICATIONS

BASIC KNOWLEDGE: High school graduate.

EXPERIENCE: Experience working in a business or physician office setting with three or more years of experience preferred. Knowledge of medical billing/collection routines for physician office practice. Personal computer experience required. Demonstrates high level of organizational skills, ability to manage physician referrals, clinic visits, administrative meetings, and operating schedules. Demonstrated independent judgment skills to appropriately prioritize urgent matters. Demonstrates excellent customer service skills with co-workers and physicians and has strong interpersonal skills showing support, sensitivity, and empathy toward patients and their families.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Walking, sitting, standing throughout the day.

Pay Range

$24.29-$40.07

Location

Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903

Work Type

M-F 7:00 AM - 3:30 PM

Work Shift

Day

Daily Hours

8 hours

Driving Required

No

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.