Temporary Front Office Coordinator

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION:

Provide customer service to clients and administrative support to students, faculty, and staff. Support clinic directors in administrative duties. The Front Office Coordinator is the voice, face, and point person for the different actors working at or receiving services from the clinic. Position is full time, in person, Monday through Friday, 8am to 5pm. Preference will be given to bilingual Spanish speaking candidates.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

I. Front Desk and Daily Operations

* Provide professional service for clients, students, directors, faculty, and supervisors.

* Upon arrival, prepare the clinic for daily business.

* Maintain an organized front office and records room.

* Process and distribute incoming mail and faxes.

* Update and create office forms and announcements as assigned.

* Attend staff meetings and other meetings as designated by the director.

II. Patient/Client Management and Scheduling

* Serve as the main point of reception for patients, assisting with check-in and check-out.

* Operate a multi-line phone system according to clinic protocols.

* Manage the clinic schedule for all providers, including EMR templating.

* Schedule new and established patient appointments on the computerized scheduling system.

* Manage and oversee new patient intakes and connect new patients to providers.

* Triages and accurately documents telephone calls from patients, including urgent health concerns, medication refill requests, and general inquiries directing them to appropriate staff/provider.

* Continuously monitor patient flow for optimum efficiency and to reduce patient wait time.

III. Registration, Financial, and Billing

* Manage and oversee registration of all new patients and patient account setup.

* Gather and record required patient information (demographics, insurance, etc.) and route it appropriately.

* Confirm health insurance coverage to ensure accurate billing and effectively communicate financial obligations to patients.

* Responsible for coordination/ obtaining referrals and prior authorizations from insurance.

* Process outgoing patients, including collection of fees, insurance forms, follow-up appointments, MyChart sign-up, and referral information.

* Reconcile clinic payments and deposits on a daily basis and process deposits/transmittals to the Business Office if assigned.

IV. Electronic Health Record (EMR) and Data Management

* Maintain expert-level Epic/EMR to help patients and clinical staff with appointments, payments, and secure communication.

* Process incoming patient forms through the EMR system.

* Perform timely EMR scanning of documentation.

* Manage EMR upgrades and weekly changes, serving as the designated "Subject Matter Expert" for the scheduling module and patient portal.

V. Confidentiality and Medical Records

* Support clinic leadership in all areas of HIPAA compliance and ensure the clinic space protects patient privacy by complying with HIPAA and state regulations.

* Serve as the Medical Records Technician-process and execute routine Requests for Information (ROI).

* Maintain records on closed files, coordinate file retrieval, and maintain records for files transferred to archives.

VI. Training, and Professionalism

* Lead role on clinic professionalism

* Work with the student administrative assistant team (work-study students).

VII. Specialized/Other Functions

* Performs other duties as assigned.

JOB SCOPE:

The FOC performs duties independently with some supervision, operating from specific and definite directions and instructions. They may at times be the only administrative presence at the clinic depending on Directors' and Manager's schedules. Decisions are made within specific operational instructions and departmental guidelines, and work is checked on a frequent basis. Errors in judgment could affect the smooth and efficient operation of the office.