Office Coordinator

BASIC FUNTION: Oversee day-to-day operations and functions of one of our Bay County clinics and monitor all employees. Office Coordinator will also monitor the front desk and scheduling operations. Office Coordinator will report to the Rehab Director and Administrator on a consistent basis to maintain and improve the operations and productivity of the clinic.

REQUIRED QUALIFICATIONS:

• Must have management and scheduling experience. 
• Must possess excellent communication skills and be able to relate professionally and positively to staff members, communicating in English, both verbally and in writing.
• Must be capable of performing the Essential Job Functions of the job, with or without reasonable accommodation.

PREFERRED QUALIFICATIONS:

• Experience working in a medical setting with knowledge of the expectations of a Physical Therapy Clinic and/or ABA Clinic with EHS services.
• Familiar with medical EMR systems and be familiar with various technologies used in medical office settings.

Responsibilities

• Maintain a clear understanding of the services that Paramount offers, the policies and procedures of the clinic and employee handbook and understand the billing procedures.
• Complete and monitor monthly reports, compliance, certifications, and audits.
• Maintain confidentiality, review patient charts, file and retrieves documents.
• Plan, execute, and attend weekly and monthly meetings.
• Monitor front office staff to ensure patients are being scheduled in a timely manner, documentation is being completed as directed, and front office services are being run efficiently and professionally.
• Monitor all referrals and ensure all insurance guidelines and procedures are being followed.
• Open and close the clinic as needed and ensure cleanliness of the clinic including monitoring supplies, answering the phone, and receptionist duties as needed.
• Oversee timekeeping for clinical and clerical staff, check through time sheets daily to make sure employees are completing Down Time Log and everything is correct with their Time In/Time Out and approve/deny PTO requests.
• Prepare schedules for staff, dictation, evaluations, follow ups on patients, etc.
• Check through discharged charts to ensure they are complete.
• Monitor reports and daily treatment notes and match what has been billed by therapists.
• Check staff call-ins at 6:00am and plan for patient rescheduling/cancellations.
• Input new staff into TheraOffice, train receptionists and other administrative staff on job duties, perform orientation of new staff.
• Participate in the hiring process as needed / directed by human resources.
• Participates in staff evaluations as needed / directed by human resources.
• Monitor Aides, PTA’s, OT’s, SLP’s to make sure that all work is being performed, credentialing and maintaining required training for staff.
• Communicate with patients/parents of patients to obtain feedback on our services, handles patient complaints, and maintain accident reports.
• ABA staff engagement including interviewing, onboarding, staff evaluations, staff discipline, and orientation.
• Maintain cleanliness and attractiveness to the building, landscaping, parking area.
• Maintains and monitors facility logs such as: Facility Monitoring, Infection Control, Vendor, and Complaint.
• Ordering supplies and maintaining cleanliness of the facility.
• Prepare a weekly productivity report.
• Participates in the monthly Coordinator Chart Audit process.
• Assist supervisor with tasks and other job duties as assigned.