Administrative Coordinator

SUMMARY:

Under general supervision of the Office Manager/Practice Manager /Medical Director, works independently to perform all administrative duties. These duties include but are not limited to preparation of patient records; registration and pre-registration activities; problem resolution; appointment scheduling; and co-payment preparation and collection, processing and reconciling billing information, scheduling testing, and providing patient education.

Brown University Health employees are expected to successfully role model the organization’s values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:

• Instill Trust and Value Differences
• Patient and Community Focus and Collaborate

• Communicate with patient care unit - help utilize anesthesia staffing for inpatients that need to be done either next day or emergently.
• Relay information to anesthesiologists and assist coordinating time and available staff.
• Review anesthesia daily schedule/grid and determine if operating rooms can be aggregated to utilize anesthesia staff more efficiently.
• Contact gastroenterology/ catheterization lab / interventional radiology to re-schedule cases based on anesthesia availability.
• Plan ahead and ensure patient care unit cases (eg., catheterization lab/ interventional radiology /gastroenterology) have correctly booked anesthesia. If not, inform each department on how to fix.
• Communicate with other MD's/Fellows/Clinical staff to coordinate anesthesia consults and follow ups.
• Schedules patients using the scheduling system. This includes establishing the appointment type, specific provider, and appointment time.
• Schedules follow-up appointments.
• May schedule appointments for patients who need lab work, diagnostic imaging or referral to other medical providers.
• May schedule operating room cases.
• Refers technical/clinical inquiries to appropriate personnel.
• Completes pre-registration and registration process using the electronic information systems.
• Verifies demographic data.
• Confirms patient eligibility with insurance carriers and obtains visit and authorizations as necessary.
• Collects co-payments and provides patients with receipts.
• Provides mature, quality customer service to patients, their families and/or their representatives.
• Mails informational material to new patients in advance of scheduled appointments.
• As necessary, contacts agencies outside the practice to obtain pertinent patient information and to coordinate clinic/treatment programs.
• Contacts third party payers to obtain required pre-authorizations in accordance with established policies.
• Acts as an outpatient center receptionist.
• Makes telephone calls to patients as appointment reminders.
• Answers incoming calls.
• Returns phone calls to patients, physician offices and other medical providers.
• Greets arriving patients and verifies pertinent information and physician using the electronic information systems.
• Interacts effectively with patients and their family members.
• May prepare/set-up examination/procedure rooms; ensures cleanseptic environment.
• Oversees coding/billing related functions in the practice.
• Verifies the appropriateness of the diagnostic codes and CPT codes.
• Provides feedback to physicians regarding coding accuracy.
• Interacts with patients, and external billing service in order to resolve billing issues, including denials.
• Provides clinical data to payors to assist in denial appeals.
• Obtains and organizes medical records for use by physicians.
• Ensures patient's file is…