Clinic Coordinator

JOB PURPOSE OR MISSION: Provides a wide variety of administrative and staff support services. Assists in the duties of department operations. Oversees functions of other administrative staff and billing operations. Performs duties for the age population served, as defined in the departments Plan of Care.

PERFORMANCE CRITERIA

CRITERIA A: Everyday Excellence Values - Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.

PERFORMANCE STANDARDS:

• Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.
• Takes initiative in living our Everyday Excellence values and vital signs.
• Takes initiative in identifying customer needs before the customer asks.
• Participates in teamwork willingly and with enthusiasm.
• Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.
• Keeps customers informed, answers customer questions and anticipates information needs of customers.

CRITERIA B: Corporate Compliance - Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines and the GHS Corporate Compliance Guidelines.

PERFORMANCE STANDARDS

• Practices diligence in fulfilling the regulatory and legal requirements of the position and department.
• Maintains accurate and reliable patient/organizational records.
• Maintains professional relationships with appropriate officials; communicates honesty and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.

CRITERIA C: Personal Achievement - Employee demonstrates initiative in achieving work goals and meeting personal objectives.

PERFORMANCE STANDARDS

• Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.
• Adheres to high moral principles of honesty, loyalty, sincerity, and fairness.
• Upholds the ethical standards of the organization.

CRITERIA D: Performance Improvement - Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.

PERFORMANCE STANDARDS

• Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.
• Initiates or redesigns to continuously improve work processes.
• Contributes ideas and suggestions to improve approaches to work processes.
• Willingly participates in organization and/or department quality initiatives.

CRITERIA E: Cost Management - Employee demonstrates effective cost management practices.

PERFORMANCE STANDARDS

• Effectively manages time and resources
• Makes conscious effort to effectively utilize the resources of the organization — material, human, and financial.
• Consistently looks for and uses resource saving processes

CRITERIA F: Patient & Employee Safety - Employee actively participates in and demonstrates effective patient and employee safety practices.

PERFORMANCE STANDARDS

• Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.
• Employee proactively reports errors, potential errors, injuries or potential injuries.
• Employee demonstrates departmental specific patient and employee safety standards at all times.
• Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.
• Consistently looks for and uses resource saving processes

JOB FUNCTIONS

ESSENTIAL JOB FUNCTIONS include, but are not limited to:

1. Provides support to Physician(s) and staff to assure continuity of departmental operations.

PERFORMANCE STANDARDS:

• Consistently reviews and prioritizes all incoming mail and material.
• Maintains manuals and other materials as necessary.
• Maintains accurate records and organizes filing and archive system to facilitate retrieval of information.
• Monitors and maintains appropriate levels of office supplies, equipment and other materials.

2. Responsible for the activities of clerical functions to assure the accurate and timely completion of required responsibilities and special projects.

PERFORMANCE STANDARDS:

• Effectively oversees, develops and evaluates clerical staff.
• Establishes, monitors and maintains standards of performance.
• Oversees the workflow of the clerical staff to insure documents are produced timely and accurately.
• Delegates and sets priorities for work received and distributes to others as appropriate.

3. Responsible for timekeeping functions as assigned.

PERFORMANCE STANDARDS:

• Accurately enters time into Kronos system 100% of the time.
• Edits timekeeping errors to ensure 100% accurate pay period records.
• Adheres to organization policy and procedure regarding timelines for data entry and reporting.

4. Produces a variety of complex documents requiring comprehensive knowledge of PC software packages.

PERFORMANCE STANDARDS:

• Demonstrates familiarity with all standardized formats utilized in correspondence, manuals, proposals, etc.
• Possess a clear comprehension and demonstrated capability to design and layout forms.
• Determines most appropriate software program for processing.
• Word-processes general correspondence, memos, charts, tables, graphs, business plans, etc.
• Prepares draft agendas and records minutes for meetings as requested.
• Consistently proofs work for completeness and accuracy.

5. Provides administrative supervision to assure continuity of departmental operations.

PERFORMANCE STANDARDS:

• Ensures that departmental priorities are carried out on a daily basis.
• Ensures that goals and objectives of the department are administered daily and are consistent with management expectations.
• Ensures that departmental measures for processes and expectations are carried out on a daily basis.
• Assists director with recommending alternative methods of providing services to reduce departmental operating costs.
• Supervises the clerical staff of the department in regards to fluctuations in the workload.

6. Performs all other duties as assigned.

EXPERIENCE REQUIREMENTS

Sufficient previous secretarial experience with billing.

EDUCATIONAL REQUIREMENTS

Post high school vocational/specialized training preferred.

SPECIAL SKILL, LICENSE AND KNOWLEDGE REQUIREMENTS

Knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment.

Knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software.

HIPAA REQUIREMENTS:

Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: Medical records w/o limitation both paper and electronic, patient demographics, lab and radiology results, patient information related to surgery or appointment schedules, information related to patient location, religious beliefs and/or public health records, patient financial information and billing, research data and public health record if applicable.

SAFETY REQUIREMENTS:

Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: Incident reporting, hand washing, environment of care, patient identification, validates, transports, monitors clinical alarms for all ages.

Key Skills and Responsibilities

• Demonstrates proficiency in typing with an average speed of 45 WPM.
• Extensive knowledge of health insurance verification processes.
• Skilled in benefits verification and related administrative tasks.
• Experienced in performing a variety of administrative and clerical duties.
• Supervisory experience with oversight of clerical staff and workflow.
• Strong in-person customer service skills, ensuring positive client interactions.