Front Office Coordinator

Texas Diabetes & Endocrinology, P.A. (TD&E)has grown over the years to meet the Endocrinology needs of the Austin community. Our mission is to strive to provide expert care in Diabetes, Thyroid problems, Osteoporosis, Weight management and hormonal conditions by providing thorough evaluations and innovative, personalized solutions focused on our patients success.Our employees are the strength that keeps us moving forward.

Our Front Office Department is looking for a Front Office Coordinator at our Central Austin location

Front Office Coordinator Key Functions include but are not limited to:

Check-In:

• Greets patients and visitors in a courteous and friendly manner
• Follows all front office check-in policies and procedures
• Checks-in patients using the Patient Intake Software “Phreesia”; assists with Clinical Research patient arrivals as needed.
• Verifies patient demographics, insurance information, and online pre-registration forms via Phreesia; makes changes in the patient chart as needed.
• Collects copayments, high deductible (HDP) estimates, and/or coinsurances via cash, personal check, or credit card; collects payment towards existing balances or arranges payment plans; refers to billing department as needed; provides change; tracks payments.  
• Verifies Lab Agreements, Procedural Advanced Beneficiary Notices (ABN), and/or Private Pay Agreements have been signed by patients if needed
• Tracks patient “no-shows” and alerts MA and provider/technician. Responsible for sending no-show text messages to no-show patients in attempt to reschedule.
• Scans patient documents into Electronic Medical Record (EMR) as needed
• Answers calls on multi-line phone systems; returns voicemails; schedules appointments as needed; transfers to appropriate personnel.
• When scheduling patients, makes changes in the patient file to reflect new information such as symptoms or diagnosis. Initiates a medical records request if needed.
• Completes opening procedures including but not limited to turning on lights and computers and unlocking doors
• Completes closing procedures including but not limited to till reconciliation and scanning superbills
• Ensures patient waiting area and employee break room are neatly organized on a daily basis

Check-Out:

• Follows all front office Check-out policies and procedures
• Collects superbills from exiting patients and reviews provider instructions in patients’ medical chart
• Schedules patients for follow-up appointments. Appointments may include but are not limited to Return Visits (RVs), injections, injection training, biopsies, ultrasound exams, FibroScans, or CGMS insertions. Fills out and provides scheduling cards to patients.
• Inputs any provider check-out notes into the EMR; updates patient demographics if needed.
• Collects cash, check, or credit payments referring to the ICD-10 Coded Fee sheet for appropriate billing amounts. Refers to billing department for additional questions. Follows all payment procedures for private pay, Medicare, and patients with high-deductible insurance plans.
• Makes copies of lab orders
• Answers calls on multi-line phone systems; returns voicemails; schedules appointments as needed; transfers to appropriate personnel.
• When scheduling patients, makes changes in the patient file to reflect new information such as symptoms or diagnosis. Initiates a medical records request if needed.
• Completes opening procedures including but not limited to turning on lights and computers and unlocking doors
• Completes closing procedures including but not limited to till reconciliation and scanning superbills
• Ensures patient waiting area and employee break room are neatly organized on daily basis

Scheduler:

• Follows all established scheduling policies and procedures
• Answers calls on high-volume, multi-line phone systems; transfers to appropriate personnel and/or department. Assists patients with scheduling appointments.
• Verifies patient demographics, insurance information, and online pre-registration forms via Phreesia; makes changes in the patient chart as needed.
• Populates and imports patient data into EMR
• Routinely checks office voice mail and returns customer phone calls when necessary
• Scans patient forms and medical data into EMR
• Schedules patients for appointments including but not limited to RVs, injections, injection training, biopsies, ultrasound exams, FibroScans, and CGMS insertions
• Makes changes in the patient file to reflect new information such as symptoms and diagnosis. Initiates a medical records request if needed.
• When performing Check-In and/or Check-Out duties, follows all established Check-In and Check-Out policies and procedures.

Additional Non-Essential Functions:

• Assists with scheduling patients on the “work-in-list”
• Faxes Release of Information (ROI’s) for medical records as requested by providers and/or patients
• Provides samples to patients as coordinated by Triage staff
• Acts as back up for fax and mail when clinical staff is short-staffed
• May be cross-trained in New Patient Scheduler duties
• Maintains a clean office area and workstation
• Assists with other duties as assigned

Position Type/Expected Hours of Work:

This is a full-time time position. Days are scheduled Monday through Friday. Work hours may vary between the hours of 7:30 am to 5:30 pm, depending on department requirements/manager agreement. Overtime may be required.

Additional Information:

Occasional travel to other locations for coverage or training and development

Experience:

Preferred:

• At least 2 years of prior experience in a front office or similar role in a medical office environment. Spanish-speaking abilities. Billing experience preferred

AAP/EEO Statement

Texas Diabetes & Endocrinology, P.A. (TD&E) provides equal employment opportunities (EEO) to all employees and applicants for employment in accordance with applicable federal, state, and local laws. TD&E complies with applicable state and local laws governing nondiscrimination in employment in every location in which it has facilities.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.