Office Administration Coord

Administrative Coordinator

Plans, organizes, and coordinates various team / department activities, and events in the office to assure high quality care and efficient service to patients. Performs various administrative duties such as typing, scheduling patient appointments, record keeping, database administration, etc. Maintains statistical data and distribution as required.

Primary Duties and Responsibilities

Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Develops and implements policies and procedures relating to the administrative functions of the department. Complies with governmental and accreditation regulations.

Answers telephone, screens and routes calls, takes messages and provides prompt and appropriate assistance to callers. Resolves problems / issues or directs callers to appropriate resources. Picks up, opens and routes incoming mail and distributes correspondence and other material. Receives deliveries.

Coordinates adherence to deadlines and secures various results and requests for records both internal and external. Assists with development and preparation of various reports and schedules. Manages the collection and disbursement of statistical information related to the department.

Investigates and resolves problems. Takes initiative to determine appropriate action and resolution of various day-to-day matters, issues and projects within scope of authority. Exercises independent judgment with respect to real and potential problems and brings such matters to the attention of appropriate party with recommended action, when appropriate.

Manages the administrative function of the department. Plans, organizes and coordinates special projects, programs and / or events for the department. Maintains accurate database and filing system for the department. Organizes and retrieves information on an ongoing basis. Attends designated committee / management meetings and takes minutes. Distributes correspondence and handles follow up related to the meetings as required. Assures that confidential information and activities are handled discreetly and classified information is safeguarded. Organizes, schedules and confirms meetings and / or conferences. Reserves conference rooms and equipment, selects and order refreshments / meals and composes meeting notices and correspondence.

Serves as departmental liaison with internal departments including Purchasing, Accounts Payable, and Payroll and also with external vendors.

Monitors and orders supplies and requests maintenance of office equipment. Reviews orders of supplies from other members of the department. Prepares payment vouchers for goods and services received by the department.

Prepares monthly statistical reports of charges or expenses to the department budget.

Maintains current knowledge of technical, IT, computer and business skills and developments. Communicates relevant information to the work group.

Relates to peers, supervisor, and customers on a daily basis effectively. Handles personnel related activities for the department, including assisting leadership with physician and APP employee evaluations, employee physicals, tuition assistance, property receipts, and employee requisitions.

May assist in the coordination, processing, and maintenance of applications, verification of credentials, department orientation and / or other administrative activities for the physician group. Participates in department planning and development including preparation and justification for staff and equipment.

May assist in the training and orientation of department staff. May initiate or make recommendations for personnel actions and development as it relates to billing procedures and the administrative function of the department.

May be accountable for assuring that the hospital billing and office billing for the department is processed accurately. Verifies the accuracy of all codes, documents, and signatures are correct to submit to billing. Follows up with physicians when information is missing from the fee ticket and ensures there is a fee ticket for each patient seen.

May coordinate patient test result reporting with the provider and if appropriate, scan and index these reports into EMR. Responsible for entering all hospital new patients records into Centricity and creating the medical record.

Participates in meetings and on committees and represents the department and hospital in community outreach efforts as required.

Participates in multidisciplinary quality and service improvement teams.

Minimal Qualifications

Education

• High School Diploma or GED equivalent required or
• Associate's degree secretarial, business, accounting and computer courses preferred

Experience

Knowledge, Skills, and Abilities

This position has a hiring range of $49,192 - $87,422