Description

This person manages and coordinates the operation of multiple clinic locations in the Department of Obstetrics and Gynecology (OB/GYN) and assists in the planning, directing, and supervising of OB/GYN reception staff and OB/GYN call center pod when applicable.

Examples of Duties

I. Administrative Duties 30%
1. Reviews and completes interviews of candidates for new hires to reception area. Makes recommendation to Health Care Administrator I on appropriate candidates for the position.
2. Supervises and manages the activities of the Medical Office series staff assigned to them.
3. Participates in development of job descriptions, procedures and policies for clinic operations and making recommendations for changes to the Health Care Administrator I.
4. Develops and conducts training for new personnel and provides continuation training for the existing staff.
5. Reviews performance of the medical office support staff using this information to identify
coaching opportunities prior to probationary or annual evaluations and throughout the year Recommends disciplinary action to the Health Care Administrator I for assigned staff.
Carries out disciplinary action as appropriate.
6. Approves sick/vacation time for assigned staff as appropriate.
7. Develops and maintains clinics' reference materials for all staff.
8. Participation in staff meetings, including, reception staff meetings, nursing staff meetings and all department staff meetings. Represents department on related SIU Medicine committees.
9. Assists in clinical research as requested, including data collection and reporting, by the Principle Investigator, department chair or director of research.
10. Completes departmental FMLA and disability forms.
11. Completes departmental Good Faith Estimates for patient appointments.
12. Prepares monthly front-line staff schedules. Supports medical office series with weekly and daily work schedules.
13. Provides coverage of all clinic administrative duties in the absence of the Health Care Administrator I.
II. Supervisory Duties- Front Desk 70%
A. Manages all aspects of Clinical Reception including assigning duties and identifying priorities for the ambulatory care staff and review of work performance.
B. These duties include:
a. Create, input and maintain templates for the Department of Obstetrics and Gynecology Jacksonville attending physicians. Contact person for all requests for time out of clinic to facilitate schedule blocks and to maintain clinic coverage for the Jacksonville clinic. Assigns and follows-up on changes to ensure clinic reschedules are completed by staff
1. Accepting the request slips
2. Identifying coverage, as needed
3. Incorporating template changes/holds in GEB
4. Communicating reschedule needs to the reception staff
5. Working with division head regarding areas of conflict
6. Develops coverage plan for absences with Health Care Administrator I and/or Health Care Administrator II.
7. Develop and produce systematic process to ensure physician coverage is verified at intervals prior to the actual clinic date
b. Responsible for clinic cash management for clinic location. Ensure all batches are closed at the end of every day.
c. Creates, maintains and interprets a departmental and organizational manual of policies and procedures as related to front line office duties. Incorporates SIU School of Medicine regulations and policies influencing front office operations. Provides advice regarding operational and procedural changes.
d. Represents the department by attending meetings as assigned by the Health Care Administrator I.
e. Ensures the efficient and timely performance of reception staff. Assigns, directs and evaluates the work of staff directly and/or through the Medical Office series personnel.
f. Coordinates reception personnel break, lunch hours and work schedules to ensure proper coverage. Hours will vary between 7:30 a.m. and 5:00 p.m. due to absences/vacancies.
g. Monitors quality of work and services such as collection of co pays and fees related to all patient encounters, working closely with the billing and coding staff.
h. Coordinates and manages patient activity flow in location, monitoring efficiency and effectiveness of appointment processing. Provides support to patients, physicians and staff to ensure quality patient processing and care.
i. Handles complaints and provides feedback to staff to ensure excellent customer service.
j. Discusses with patient any issues related to charges for outpatient visits, making referrals and recommendations to physicians and billing staff as appropriate.
k. Maintains automated appointment scheduling system, implementing procedures and maintaining physician's profiles in the automated appointment system. Updates/changes templates, used for patient scheduling, as needed or required with new physicians and residents.
I. Answers patient phone calls. Schedules appointments accordingly and documents in the electronic health record when applicable
m. Maintains clinic reception area ensuring patient comfort in a professional environment.
n. Ensures the registration process for patients occur in accordance with established policies and procedures for organization and department.
o. Ensures the Follow My Health registration process for patients occur in accordance with established policies and procedures for organization and department.
p. May perform duties at lower levels of classification as required.
q. Orders supplies and conducts inventory.
r. Creates, maintains and participates in a screening station schedule as required by any health care directives.
s. Maintains a post-partum report and a clinic held dashboard.
t. Responsible for creating warning letters and terminating patients.
u. Other duties and responsibilities as assigned.

Qualifications

• Any one or any combination totaling five (5) years (60 months), from the categories below
  • College education with course work in a business medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, public administration, or social science, as measured by the following conversion table or its proportional equivalent:
    • 30 semester hours equals one (1) year (12 months)
    • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
    • 90 semester hours equals two (2) years (24 months)
    • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
  • Work experience or ancillary service experience comparable to the Medical Office Specialist level or other positions of comparable responsibility.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.
The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the
"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.