JOB DESCRIPTION

Job Title: Front Office Coordinator, 1-2 years Experience is REQUIRED.

General Summary of Duties: Performs various clerical duties for office manager, clinical services manager, or providers including: answering telephones, taking messages, scheduling appointments, copying, and creating/filing charts. Responsible for data entry, filing insurance claims, and patient account follow up, as well as monthly reports.

Supervisor: Dr. Dawn Fetzko DNP, APRN-BC, ANP, GNP or associate provider

Supervisory Responsibilities: None

Major Responsibilities/Tasks:

1. Answer and screens telephone calls in a courteous manner, and record messages for provider and other personnel.

2. Schedule patient appointments and procedures according to established policies and procedures.

3. Obtain accurate information from patients and ensure all registration forms are complete and entered into the EHR prior to a provider seeing a client/patient.

4. Collect patient and insurance payments and reconcile charges on a daily basis.

5. Process insurance and disability claims in an accurate and timely manner.

6. Prepare insurance forms and associated correspondence.

7. Verify account balances and refunds for accuracy. Provide information to patients regarding unpaid balances.

8. Follow up with insurance companies and/or billing to ensure that claims are paid timely and accurately.

9. File records in appropriate sections of patient charts and keeps patient charts in proper order.

10. Prepare patient charts in advance and file patient charts when complete.

11. Transcribe letters and create forms as needed.

12. Data entry of office visits, consults, and surgery including ICD-10 and CPT coding.

13. Copy patient information and forward to requesting party after receiving appropriate consent to release medical records.

14. Maintain and secure all files, records, and patient financial information in a confidential manner.

15. Maintain organization and efficiency of front office, including office supply inventory.

16. Maintain patient confidentiality in accordance with all rules and regulations set forth by HIPAA and any other government entity.

17. Able to assist with and perform all of the required items to maintain PCMH accreditation.

18. Absolutely NO CELL PHONE at your workstation. If you are witnessed with your cell phone at your workstation, during business hours, you will be terminated without further discussion. This is a direct violation of the company policy.

19. Perform other related duties as directed or assigned.

EDUCATION: High school diploma or GED.

EXPERIENCE: Minimum of two years of administrative assistant experience in a medical office, including medical billing experience. Will consider training someone motivated to learn and grow with the company.

Performance Requirements:

Knowledge:

1. Knowledge of clinic policies and procedures.
2. Knowledge of medical terminology and insurance practices.
3. Knowledge of computer programs and applications.
4. Knowledge of grammar, spelling, and punctuation to type from draft copy and review and edit reports and correspondence.

5. Knowledge of basic arithmetic to make calculations, balance and reconcile figures, and make changes accurately.

6. Knowledge of CPT and ICD-10 coding.

Skills:

1. Skill in operating office equipment
2. Skill in handling paperwork/filing adequately.
3. Skill in handling incoming phone calls and triaging appropriately.

4. Skill in written and verbal communication.
5. Skill in gathering, interpreting, and reporting insurance information.
6. Skill in trouble-shooting insurance claims issues and resolving appropriately.

Abilities:

1. Ability to type 60 words per minute using word-processing software. Able to learn/use other computer programs including Microsoft® Excel, e-mail, Internet, and Microsoft® PowerPoint.

2. Ability to work effectively as a team member with providers and other staff.
3. Ability to sort and file materials correctly by alphabetic or numeric systems.
4. Ability to interpret and understand insurance benefits and reimbursement.
5. Ability to display flexibility to respond to changing clinic demands.
6. Ability to organize and prioritize tasks effectively.
7. Ability to communicate clearly.
8. Ability to work with little supervision.
9. Ability to establish and maintain effective working relationships with patients, employees, and the public.

Equipment Operated: Office machinery including computers, fax, dictating machine (if available), calculator, and photocopier. Occasionally lift and carry files up to 20 pounds.

Work Environment: Work performed in office environment. Involves frequent contact with staff and patients. May require working under stressful conditions.

Mental/Physical Requirements: Manual dexterity for office machine operation including computer and calculator; stooping, bending to handle files and supplies, mobility to complete errands or deliveries, or sitting for extended periods of time. Stress can be triggered by multiple staff demands and deadlines.

This description is intended to provide only basic guidelines for meeting job requirements.

Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.

Updated: May 2024

By: Dr. Dawn Fetzko, DNP, APRN-BC, ANP, GNP

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• On-the-job training

Healthcare setting:

• Clinic
• Outpatient
• Private practice

Medical specialties:

• Primary Care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person