Medical Office Coordinator, Special Projects for Resident Primary Care Clinics

Medical Office Coordinator, Special Projects for Resident Primary Care Clinics

We are seeking a Medical Office Coordinator, Special Projects for Resident Primary Care Clinics for the Healthful Eating, Activity and Weight Program (HEAWP), primarily located in the General Internal Medicine practice at Green Spring Station. The MOC will support the team of providers within this program and their patients. Will coordinate day-to-day activities to ensure a smoothly functioning office and good patient relations. This includes managing provider schedules and arranging new and follow up appointment requests. This position will coordinate incoming communication and information to the office from patients and third parties, including phone calls, electronic patient messages, and in-person patient needs.

Specific Duties and Responsibilities

• Coordinate a multi-faceted obesity medicine practice.
• Assist patients, patients' families, referring physicians, and third-party carriers to resolve patient related issues.
• Triage patient calls, messages, and medical issues. Answer patient medical questions where appropriate and determine if provider response is required.
• Schedule new and follow up clinic appointments. Resolve any scheduling conflicts.
• Use electronic records systems to access, enter, and edit patient information.
• Relay information to patients regarding preparation clinic visits and examinations.
• Assure all patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
• Manage patient paperwork and forms, including form completion tracking, mailing and faxing, and scanning to the patient's record.
• Utilize knowledge of provider(s)' practice and requirements of third-party payors to provide appropriate documentation to assure authorization / certification for medical services.
• Demonstrates awareness of limitations of institutional resources and maximize provider scheduling within this context.
• Proactively schedule / reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments).
• Maintain familiarity with various types of medical insurance to explain plans and associated coverage.
• Assist providers in notification and completion of forms, paperwork, and letters needed for patients or their insurance provider.
• Inform patients of costs of care being provided, and guide them to appropriate resources for further information, guidance, or assistance.
• Obtain pre-authorizations as required by health care insurers or managed care providers, particularly for medications.
• Assist patients or family members with completion of medical forms.
• Collaborate with office and clinic staff to coordinate appointments and resolve urgent issues, including walk-in patient needs.
• Coordinate scheduling and administration of in-office assessments, such as resting metabolic rate and bioelectrical impedance analysis.
• Assist with office workflows specific to the Healthful Eating, Activity and Weight Program, including in-person visit assistance as needed.
• Assist with coordination of telemedicine visits and group classes.
• Provide programmatic educational materials to patients as instructed by clinic providers.
• Assist Clinical Program Coordinator with management of meal replacement program and supplies as needed.
• Operate personal computer to access e-mail, electronic calendars, and other basic office support software.
• Order supplies for clinical area and perform accounts payable duties for clinical area (e.g. paying invoices with online payment, travel reimbursements, expense reimbursements).
• Other administrative office duties as assigned.

Minimum Qualifications

Preferred Qualifications