OFFICE COORDINATOR I

Job Summary

• The Office Coordinator oversees the scheduling and other clerical functions of the Ambulatory Surgery Center and coordinates related tasks with the clinical staff in the department.

Responsibilities

• Answers telephone promptly in a courteous, helpful, and informative manner and directs call to appropriate staff. Anticipates callers’ needs and spontaneously addresses them
• Assembles patient charts for at least 2-3 days prior to surgery.  Ensures all necessary documentation including surgical clearances, second opinions, lab work, and consent forms, etc. are in the chart prior to the patient’s arrival.
• Admits patients and applies patient’s wristband.  Verifies the accuracy and completeness of patient clinical, demographic and insurance information upon admission.   Ensures the patient reviews and signs registration documents.  Enters correct patient information into the medical software system at the time of admission.  Scans insurance cards.  Maintains open communication with the Registration department for any issues.
• Requests the patient or legal guardian read the Patient’s Bill of Rights and Responsibilities and the HIPAA Notice of Privacy Practices.  Ensures patient has signed documentation and files the documents in the patient’s chart. Obtains witness signature should patient refuse to sign acceptance of HIPAA Notice.
• Communicates patient and/or surgeon delays to the Nurse Manager or designee.  Informs the Nurse Manager of any cancelled and/or altered procedures.
• Protects patient confidentiality and dignity by keeping patient charts in an inconspicuous location at the front desk and; keeps discussion of a patient’s procedure(s) to a tone discernible only to the provider’s office or patient/legal guardian.
• Is responsible for having vendors and other surgical visitors sign in and out in the Visitor Log Book.
• Checks with Nurse Managers for final surgical schedule for next working day and notifies anesthesia, physician offices, and patients of the next day’s surgical procedure start times.
• Maintains an orderly system for storing patient charts the front desk.
• General management of the telephone system, answering incoming telephone calls, and directing the calls to the appropriate personnel.  When appropriate deactivates system after hours answering service/night ring; activating at opening hours answering service/night ring; ensuring the after-hours/emergency message is correct and activated.
• Maintains a presence in the front desk area at all times except during breaks, lunch mail retrieval and when assisting patients.
• Maintains an open, positive, accommodating and customer friendly line of communication with physicians and their office personnel, as well as patient and family members.
• Reviews charts in preparation to be sent to Health Information Management (HIM) for storage.
• Retrieves, opens, and triages daily mail.
• Cross trains in functions of the Office Coordinator, ASC-Scheduler.
• Reports unresolved patient complaints to the Nurse Manager.
• Performs other clerical duties as directed by the Nurse Manager or designee.
• 
  Facility/Space Management
  • Monitors condition of office equipment, including computers, telephones, fax machines, and other standard office equipment, and, when needed arranges for repairs.  Informs supervisor when replacements are needed.
  • Monitors clerical space and waiting area for safety, functionality and convenience, appearance and comfort and, when needed, arranges for repairs.  Notifies supervisor when major changes are needed.
• Other
  • Performs other related duties as assigned.

Qualifications/Requirements

• EXPERIENCE
  • Two years full-time experience or equivalent performing secretarial work. 
  • Medical/health care office experience preferred.
• 
  EDUCATION
  • High school graduation with office/business curriculum.
  • Associates degree or specialized business/secretarial school training preferred.