IHTSC Front Office Coordinator

Front Office Coordinator

The Front Office Coordinator is responsible for maintaining organization of the reception area and clinic, facilitate patient care and assist the physicians in the clinic. The Front Office Coordinator will maintain patient files, schedule appointments and test, and assists therapist.

Essential Duties :

• Maintain organization of the office and patient waiting area, answer phones, fax correspondence, make sure office supplies are stocked, and prepare reports
• Prepare therapy charts, enter new patient information, pull and file patient charts. Print daily therapy charge tickets for patient appointments, collect payments from patients, posting them to the patients accounts, tally daily charge tickets for monthly reports and prepare deposits and maintain petty cash.
• Obtain and enter all new patient information correctly into the computer. Prepare and maintain patient charts. Always exercise confidentiality about information in patient charts. Scan therapy and physician notes and documents into the appropriate drawers in the electronic health record.
• Ensure all appropriate documents reside in each patient chart (therapy prescription / POT / notes / face sheet / ins information, etc.)
• Communicates with therapists or physicians directly or via electronic systems when patient has cancelled appointment or has called with questions. Communicates with other front desk staff, therapists, physicians, medical assistants, other departments and Clinic Director or Director of Therapy as needed regarding patients to maintain high quality of customer service.
• Maintain a clean, organized and appropriately stocked environment. Alcohol tables and sterilizes instruments. Prepare supplies and maintain an ample supply of them. Order medical supplies as needed, check invoices and stock cabinets.
• The day prior to a physician day, stock all exam rooms for physician use. On physician days, schedule, confirm, and / or cancel office appointments and test appointments. Schedule test appointments to ensure results will be available for follow up review by physician appointment. Place patients in rooms and clean rooms after patient visits. Radiologic Tech will also be responsible to help with this function.
• Assist therapists with patient care on non-physician days : Remove / apply dressings, document charts, instruct patients in exercises, etc.
• Assists in getting patient participation in paperwork completion (i.e. Quick DASH, authorization forms, etc.) Recognize demands for each insurance type and proceed accordingly, making sure to ask or research if unknown. Complete necessary documentation for preauthorization and submit directly or send to main office front desk staff for submission. Work with other front desk staff and front desk supervisor to find efficiencies and to reduce errors and denials.
• Collect co-pays, supply payments, or outstanding balances after insurance has paid their portion. Perform all tasks of cashier, including handling cash, checks and credit card payments from patients. Balance cash drawer at end of day. At end of each day, batch out the credit card machine and prepare report for Accounting department, lock up petty cash, cash, and checks that were collected that day.

Requirements :