Medical Care Coordinator

IMA Patient Care Coordinator

Job Description #PGM
26

Department: Scheduling – Business Office

Supervisory Responsibilities:
None

General Summary of Duties: Coordinates care with patients, referring providers and IMA Providers to schedule appropriate office appointments/ procedures. Obtains and directs patient EMR to IMA providers for approval. Advises patients of procedural and financial preoperative requirements at the clinic, ambulatory surgery center or hospital. This position is also responsible for making patient appointments, answering calls from a multi-line phone system, and following medical practice procedures.

Major Responsibilities/Tasks:

Patient Care Coordination:

1. Coordinate and schedule procedures, new patient, and follow-up appointments as designated by physicians according to established policies and procedures.

2. Interact with patients’, physicians and other staff within the clinic and at outside facilities providing

accurate, timely, and responsive information.

3. Review and accurately triage incoming referrals with precise documentation, within an appropriate response time. Obtain additional documentation as requested by IMA providers.

4. Collaborate with patients, referring providers/clinics to inform of IMA processes and expectations to obtain requested care.

5. Direct, and process referrals to appropriate IMA Physician/ Staff. Ensure that individual IMA Provider scheduling preferences are met.

6. Coordinate processes and timing as required to meet physician and facility and insurance requirements.

7. Coordinate arrangements for anesthesia, procedure prep, and outside facilities.

8. Schedule diagnostic therapy and other treatments as requested by the Physicians / Medical Providers at IMA.

9. Obtain authorization for procedures from patient’s insurance company.

10. Provide patient with accurate preoperative information and advise patients of preoperative procedure and financial requirements.

11. Submit patient clinical information to facility assuring appropriate medical records release, if needed.

12. Answer and screen telephone calls in a courteous manner, and record messages for physician and other personnel.

13. Obtain accurate information from patients and ensure all registration forms are complete.

14. Review demographic, financial and clinical paperwork to assure completion before the scheduled procedure or surgery date (This includes ABNs, if applicable).

15. Maintain files and patient records in a confidential manner in accordance to HIPAA and IMA policy.

16. Serve as a back-up for monitoring the Phone Que during high call volume times.

17. Perform other duties as assigned.

18. Distribute telephone inquiries generated to the appropriate department or person.

19. Receive and route messages and faxed, couriered, and other incoming documents in an accurate and timely manner.

20. Request office supplies as needed.

21. Maintain a clean and organized work space.

22. Maintain a neat and professional appearance as specified in the dress code policy.

23. Follows all Clinic policies on safety and security; maintains restricted areas safe by safeguarding keyless entry codes and computer system passwords in strict confidentiality.

24. Uses manual/computerized system to match physician/clinician availability with patient’s preferences in

terms of date and time.

25. Maintains scheduling system so records are accurate and complete and can be used to analyze patient/staffing patterns. Monitors daily schedules for physicians/clinicians or medical assistants prior to each day’s visits to ensure no discrepancies and minimal gaps in the clinic schedule.

26. Communicates as needed with physicians/clinicians and other staff about any patient concerns/issues related to front office or scheduling. Consults with supervisor about any system problems.

27. Uses customer service principles and techniques to deal with patients calmly and pleasantly.

28. All other duties as assigned.

EDUCATION: High school diploma or GED.

EXPERIENCE: A preferred minimum of two years of administrative assistant experience in a medical office, including experience with insurance preauthorization and patient…