Clinic Coordinator - Athletics Student & Health Center

Clinic Coordinator
- Athletics Student & Employee Health Center

Forest Grove Campus
- Forest Grove, OR 97116

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.

This is a part-time, not benefit eligible position.

GENERAL DESCRIPTION OF POSITION:

The Clinic Coordinator provides essential administrative, reception, and front-office support for the Student and Employee Health Center Physical Therapy Clinic within Sports Medicine on the Forest Grove campus. The Clinic Coordinator supports smooth daily clinic operations by managing patient flow and processing insurance information using the Epic electronic health record system while maintaining confidentiality and compliance with applicable policies and regulations.

The role requires strong multitasking, attention to detail, and organizational skills in a fast-paced, student-centered environment.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

• Serves as the initial point of contact by greeting students, patients and visitors seeking services.
• Provides general information about clinic services, processes, and scheduling.
• Confirms health insurance coverage and effectively communicates financial obligations to patients, obtaining necessary authorizations.
• Operates multi-line phone system and handles each call according to clinic protocols.
• Documents telephone encounters through the EMR system and directs to appropriate staff.
• Schedules new and established patient appointments using the computerized scheduling system.
• Checks in patients, gathering patient information, collecting copays, handling insurance information referrals, and prior authorizations appropriately.
• Checks out patients to include addressing any additional concerns and scheduling follow-up appointments.
• Triages and accurately documents in-person inquiries and phone calls, determining urgency and directing to appropriate clinical or administrative staff. Considers liability when making decisions.
• Obtains prior authorizations, referrals, medical records and processes release of medical records.
• Processes incoming patient forms (immunization consents/records, health history forms) through EMR system in a timely manner to maintain efficient patient flow.
• Closes the clinic by completing deposits and reviewing pre-registration for the next day's schedule.

Administrative:

• Manages daily clinic operations independently.
• Ability to prioritize work and make decisions independently without direct supervisor oversight.
• Monitors patient flow to promote timely service and operational efficiency.
• Manages clinic schedule including EMR templating and appointment scheduling to maintain highest clinic efficiency and patient satisfaction.
• Reviews patient charges to ensure all services are billed accurately.
• Applies third party billing expertise to properly determine coverage, provides needed information in EMR for accurate billing purposes and effectively communicates financial obligations to patients.
• Collaborates with clinicians and staff to ensure effective communication and the efficient flow of daily office activities
• Comprehends university health insurance plan information.
• Balances insurance payments, referrals, insurance authorizations, manages denials and requests for information in coordination with electronic health record specialist.
• Uses good judgment in managing urgent/emergency situations as they arise.
• Protects patient confidentiality by complying with FERPA, HIPAA and state confidentiality regulations.
• Performs timely scanning of documentation into the EMR, including outside provider records, labs, X-rays, and imaging reports, to improve provider access to information used in patient care decisions.
• Maintains EMR records (filing and purging).
• Maintains exit report and graduation information.
• Processes and distributes incoming mail and faxes.

SECONDARY FUNCTIONS:

• Occasional participation in off hour work, outreach, new student orientation.
• Current driver's license and insurance required.
• Attends division meetings, events, and ceremonies as requested.
• Works collaboratively to provide occasional coverage for other clinics.
• Performs other related duties as assigned.

JOB SCOPE:

• Performs duties independently with some supervision, operating from clinic guidelines, processes and policies.
• Collaborates with team members to ensure departmental operations.
• Some independent judgment and decisions are made. Mistakes and errors may result in loss of…