Department: Family and Community Medicine/Carbondale-SMS
Division: NA
Location: Carbondale
Job Category: Office Support
Overview:
Employees in this title typically manage and coordinate the operation of an out-patient clinic facility, under the direction of a medical director or department administrator.
Salary: $3,404.42/month
CIVIL SERVICE POSITION DESCRIPTION
INCUMBENT: CSN: FLSA STATUS:
PRESENT CLASSIFICATION: Medical Office Coordinator DATE
DEPARTMENT/DIVISION: SIU Center for Family Medicine - Carbondale
Function
This position: 1) Supervises reception staff 2) Coordinates all the nightly deposit duties 3)
Assisting in developing policies and procedures for reception check-in and check-out 4) Assists
patients with complex billing questions 5) Refers patients to the financial counselor as needed
6) Collects patient payments
Organizational Relationship
This position reports to the Healthcare Administrator, who reports to the Family Medicine Clinic
Administrator, who reports to the CEO of the FQHC.
Duties and Responsibilities
The following information is intended to represent the work performed by the incumbent in this
position and is not all-inclusive. The omission of a specific duty or responsibility will not
preclude it from the job if the work is similar, related, or a logical extension of position
responsibilities.
Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU
School of Medicine. Provides excellent service to internal and external customers through
collaboration and partnership, compassion and respect, integrity and accountability, diversity
and inclusion, and continuous learning and improvement.
Patient Receiving and Registration 35%
A. Receives and welcomes patients into the clinic.
B. Interviews patients to obtain demographic and billing information and enters into the
computer
C. Accesses computer terminal to input, update, retrieve, and review patient demographic
and billing data for new and established patients
D. Obtains patient’s signature on authorization forms
E. Generates daily schedules, prints encounter forms and demographic information
F. Scans patient insurance cards for indexing into the practice management system.
G. Checks Medicaid coverage in the Medi System
H. Works with patients regarding any outstanding balances billing questions, does account
review and consults with billing and coding as necessary
I. Refers patients to the financial counselor when appropriate
J. Refers to billing and coding when a patient account issue is discovered
Cashiering 20%
A. Collects payments at time of service, always knowledgeable of managed care co-pays.
B. Does the nightly deposit and batch-out process
C. Reconciles nightly deposits for all reception staff
D. Reports deposits in the Ipay System
E. Works with campus security on bank pick-up
F. Resolves any deposit discrepancies with the bursar department
G. Completes and maintains necessary receipt register.
Coordination 20%
A. Develops reception policies and procedure for the smooth, efficient, and effective check-
in and check-out process for patients
B. Screens and interviews new reception employees (as needed)
C. Conducts onsite orientation for new employees and trains or retrains any reception staff
D. Arrange appropriate coverage for all reception staff due to vacations, illness, or
requested leaves
E. Attends morning and afternoon huddles as the reception representative, addressing any
necessary changes or corrections to the daily clinic flow
F. Ensures all office equipment (copy and fax machines) is in proper working order –
coordinates maintenance and repair with the vendor
G. Orders all necessary office supplies according to the provided budget and maintains
appropriate stock for all clinical employees
H. Represents the reception department in all staff meetings and coordinates any
departmental activities as a result of those meetings
I. Is the backup to the Medical Office Coordinator for Scheduling related to any faculty,
advanced practice clinician, LCSW, or resident clinic schedule changes
J. Works with the IT staff when the Healthcare or Clinic Administrator needs any reports
K. Responsible for the reception portion of the resident practice management rotation –
educating and informing the resident of all reception duties as required in the practice
management rotation
L. Acts as a liaison with hospital engineering for appropriate maintenance when any
building issues arise
M. Handles patient complaints according to established policies
N. Representation for their supervised department for both AM and PM Huddles
Supervision 20%
A. Directly supervises the Medical Office Associates in the Reception Department
B. Arranges/Coordinates/Approves reception department vacation and sick time requests in
Laserfiche
C. Verifies as the supervisor time sheet submission in Laserfiche
D. Ensures compliance with established reception policies and procedures
E. All other duties as assigned
Service 5%
A. Active participation, where appropriate, on committees and projects.
B. Active participation and support of unit initiatives.
C. Other duties as assigned.
Revised: 10/04/23
Skills and Abilities Needed for the Position
A. Basic typing ability
B. Mathematical ability
C. Basic knowledge of computer systems; advanced knowledge of IDX, TouchWorks EMR,
and scanning software.
D. Ability to work under pressure and remain calm.
E. Ability to work on many different tasks at the same time.
F. Knowledge of medical office practices and procedures
G. Ability to maintain patient confidentiality
H. Knowledge of medical terminology
I. Knowledge of insurance payers
J. Excellent interpersonal and telephone/communication skills
K. Sensitive to the needs of underrepresented minority populations
Responsibility
A. Supervisory Controls – The employee receives direction in either written or oral form
from their supervisor. The duties to be performed and the priority in which these are to
be completed will be at the supervisor's discretion.
B. Guidelines - Guidelines for the position are set by the administrative director. The
supervisor is responsible for seeing the guidelines are followed through.
Difficulty
A. Complexity – Must be able to multi-task and work accurately with details.
B. Scope and Effect – The employee in this position directly affects patient satisfaction
and health outcomes. The role is vital for resident training.
Personal Contacts
This individual will have daily contact with faculty, residents, and staff at the Center, as well as
patients and others outside the Center.
Environmental, Health and Safety Responsibilities
Participates in meetings, training, and other environmental, health, and safety activities as SIU
School of Medicine requires.
Working Conditions
See the attached physical and environmental form.
Revised: 10/04/23
SIGNATURES:
INCUMBENT: ______________________________________ DATE: ___________
Medical Office Coordinator
SIU Center for Family Medicine - Carbondale
APPROVED BY: _____________________________________ DATE: ___________
Coral Barnett-Cerrato, Healthcare Administrator II
SIU Center for Family Medicine - Carbondale
REVIEWED BY: ______________________________________ DATE: ___________
Leigh Ann Keyser, Administrative Director
SIU Center for Family Medicine - Carbondale
Revised: 10/04/23