Assistant Office Coordinator - ENT FT

JOB TITLE:         ASSISTANT OFFICE COORDINATOR
DEPARTMENT:     ENT, NEUROLOGY, RHEUMATOLOGY

HOURS & SHIFT REQUIREMENTS:  Full time, Monday – Friday, 8:30 am – 5 pm

GENERAL SUMMARY
This is a position that supports the department head and supervisory position which includes administrative work and the responsibility for the overall management of personnel and operation of the office.
GIBSON AREA HOSPITAL & HEALTH SERVICES MISSION STATEMENT
The Assistant Office Coordinator follows the duties listed below, in cooperation and under the supervision of the clinic manager.
PRINCIPLE DUTIES AND RESPONSIBILITIES
1.    Provides coverage for the clinic manager during time off.
2.    Develops and assists in creation and management of Policies and Procedures, ensuring appropriate regulations are being followed.
3.    Coordinates clinic maintenance, repairs, and upkeep.
4.    Oversees physical appearance for cleanliness and organization
5.    Oversees ordering clerical supplies, clinical supplies, and Pharmaceuticals.
6.    Prepares monthly calendar of events: absences, birthdays, vacations, other time off.
7.    Coordinates replacement staff when needed.
8.    Reviews invoices for accuracy and enters the GL codes for payment and forwards to the appropriate Executive Director/Administration for approval.
9.    Maintains employee personnel files.
10.    Reconciles and requests petty cash.
11.    Attends Management meetings when the clinic manager is unavailable.
12.    Attends meetings for employee concerns and personnel updates.
13.    Prepares online employee payroll, to submit timely to GAH.
14.    Participates in reviewing job applications; coordinates the hiring process.
15.    Monitors education and improvement skills for employees, and keeps record for     performance improvement. 
16.    Manages completion of health stream, ensures licenses and certifications are up to date.
17.    Attends seminars pertinent to insurance, policies, rules and regulations, performance improvement, HIPAA, etc.
18.    Oversees and adheres to all policies, procedures, and regulations pertinent to the clinic. 
19.    Complete month end reports for A/R and productivity.
20.    Monitors monthly expense data, and assists with preparing fiscal operating and capital budgets for the clinic.
21.    Maintains flexibility and adapts to changing schedules, staff coverage, and physical oversight of clinics whenever needed.
22.    Travels to satellite clinics as needed.
23.    Other duties as assigned.

PHYSICAL REQUIERMENTS
1.    Has the usual sitting, standing, and stooping of regular office and clerical jobs.

2.    Occasional lifting of up to 50 pounds.

3.    Requires manual dexterity to operate a computer, calculator, copy machine and other office equipment. 

4.    Occasional high stress work may require dealing with angry or potentially violent people.

5.    Exposure to contagious diseases.
6.    Will work in an office with co-workers where traffic may be constant, subjecting     you to work interruptions, which can produce stress and fatigue.
7.    Involves frequent contact with staff, patients, and the public including outside     agencies.
8.    Works in an office where there are moderate discomforts due to dust or dirt.      There are exposures to print noise.
9.    May be required to work beyond regular clinic hours.
10.     Strength to perform the following lifting tasks:

•    Floor to waist - 20 pounds
•    14” to waist - 30 pounds
•    Waist to shoulder - 20 pounds
•    Shoulder to overhead - 10 pounds
•    Carry 30 pounds for 30 feet
•    Push 10 pounds/force for 15 feet
•    Pull 10 pounds/force for 15 feet

REPORT RELATIONSHIP
Reports to the Clinic manager
 

EDUCATION - KNOWLEDGE AND ABILITES REQUIRED
1.    Associates degree in business administration or related field preferred.      Equivalent medical office setting with the understanding of medical management     is acceptable.
2.    Minimum of four years of business office experience or appropriate education     may be substituted for education.
3.    Proficiency in medical office management and ability to use computer systems to     manage the practice's business information.
4.    Knowledge of medical office procedures and medical coding and billing.
5.    Ability to recognize, evaluate and solve problems and correct errors. 
6.    Skill in establishing and maintaining effective working relationships with     physicians, employees, patients, organizations and the public.
7.    Willing to travel in order to manage alternate locations.
8.    Good communication skills to assist patients with billing questions and concerns, 
9.    Knowledge of medical terminology, medical coding, medical billing, and the     insurance industry.
INFECTION EXPOSURE RISK LEVEL
Category 3.  No Risk.  Your job does not involve exposure to blood, body fluids, or tissue.  You do not perform or help in emergency medical care or first aid as part of your job.
WORKING CONDITIONS
1.    Work is performed in an office environment and requires desk and counter work.
2.    Frequent contact with employees and outside agencies.
3.    May be required to work past normal office hours.
 

Salary : $24 - $28