JOB SUMMARY

The Office Coordinator performs all duties required to support and coordinate functions efficiently to meet and/or exceed customer expectations. Responsible for compiling patient’s medical record, coordinating patient’s tests and procedures with multiple internal and external sources. Completes patient order entry and maintains par level of patient and departmental supplies, and is an instrumental resource of patient information to physicians and staff.

Supports office administrative functions and processes with assistance, backup, and coordination duties. Assists with planning and coordinating office-wide processes such as facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders. Monitors inventory and places orders for office supplies, or provisions. Processes mail. May act as backup for receptionist, phone coverage, or assist HR activities such as employee onboarding, interview coordination, training initiatives, and other special projects. Database or system administration tasks, including data input, reporting, user support, and upgrades.

ESSENTIAL FUNCTIONS

• Promptly acknowledges a patient upon their arrival to the department.  Quickly and efficiently addresses the patients’ needs.  Knows and relays information to the patient i.e. wait times, special instructions, etc.
• Maintains confidential patient records and physician orders via computer and paper.
• Communicates daily via telephone, fax, email to physicians, referring physicians, offices, and patients to ensure patient satisfaction.
• Enters physician orders into the HIS accurately for all imaging modalities.     
• Demonstrates proficient computer skills in HIS, RIS, email, MS Word, MS Excel.
• Scans physician orders in the appropriate account in the HIS.
• Escort patients to the appropriate waiting area for their exam.
• Performs daily reminder calls to the patients.  This includes specific exam information and preparation instructions.
• Coordinates imaging and procedures, ensuring accurate preps, diets, medications, and supplies, etc., are communicated to the patient and/or provider’s office. Prioritizes the scheduling of multiple tests and procedures.
• Schedules in HIS for all radiology modalities, follows the protocol for such scheduling, obtains proper paperwork, and required signatures in accordance of quality standards and to maintain accuracy.
• Accurately enters orders in HIS and reason for exam for appropriateness.  Determines the correct patient account when placing imaging orders.
• Accurately utilizes RIS (Radiology Information System) to arrive patients and obtain patient information.
• Encourages cost savings for the department and organization.
• Provides excellent customer service, demonstrates professionalism and courteous telephone etiquette.
• Demonstrates flexibility, positive interpersonal relations in high volume, high traffic, and fast paced work environment.
• Demonstrates good positive communication skills with patients, families, medical staff and co-workers.
• Communicates closely with interdepartmental staff to coordinate schedules and obtain proper paperwork and previous diagnostic imaging when necessary.
• Complies with the hospital’s Corporate Compliance Program including, but not limited to, the Code of Conduct, laws and regulations, and hospital policies and procedures.
• Must be free from governmental sanctions involving health care and/or financial practices.
• Performs other duties as assigned.
• Review of patient records for information needed for procedures (i.e. labs, previous exams etc.)
• Shows initiative. Tasks are completed before the end of shift and aids in preparation for the next day. Uses time wisely.  Able to multi-task, prioritize work, and complete it in a timely manner.
• Knowledge of medical terminology and familiarity with medical diagnostic procedures.
• Knowledge of current health care billing practices and authorization requirements.
• Confirms insurance information with the patient or provider’s office for authorization purposes.
• Coordinates scheduling of patient exams with CCH authorization staff to limit wait times for patients and ensure adequate authorization from patient insurance.
• Familiarity with CPT codes for imaging procedures.
• Familiarity with ICD-10 codes.
• Verifies Medical Necessity when scheduling and entering orders.  Communicates to provider offices regarding absence of medical necessity, or medical necessity fails.
• Coordinates complex imaging requests and/or procedures with other departments in the hospital.
• Coordinate and participate in activities relating to the retrieval of prior patient imaging, importing CD’s into PACS per protocol.
• Participates in the Appropriate Use Criteria for Advanced Diagnostic Imaging program following CMS guidelines.  Assists physician offices with AUC resources and website information for CPT code accuracy.