JOB SUMMARY

The Visit Coordinator is to provide direct and indirect clerical/appointment support to the clinical team. Responsible for pre-registration, financial determination, appointment scheduling, and coordinating of all front office and registration functions as part of one or more clinical teams. Serves as liaison between clinical teams and other staff, other agencies, and patients.

JOB DUTIES AND RESPONSIBILITIES

Patient Scheduling and Registration

• Works cooperatively with any triage nurse to assure that the clinician sees patients as quickly as possible
• Accurately schedules patients ensuring that schedule reflects appropriate clinician and effective use of clinical hours
• Monitors no-shows/cancellations for available slots where walk-ins or add-ons can be placed
• Pre-registers all patients asking and recording answers to all pre-registration questions
• Removes the day’s cancellations from the computer

Check In

• Greets patients and visitors in a prompt, courteous, and helpful manner
• Enters all demographic and financial information into the system accurately
• Performs financial transactions at the time of the visit including collecting all co-payments
• Assists patients in obtaining records from other facilities, including getting appropriate signatures on medical records release forms

Check Out

• Performs financial transactions at the time of the visit
• Accurately closes the day and balances cash bag

Phones

• Answers telephones, handling calls as needed and taking messages when appropriate.
• Maintains appropriate boundaries concerning medical advice, patient triage and priority of communication to clinicians; refers calls to the triage nurse for all issues outside of routine appointments, refill requests or test result messages

Patient Program Coordination

• Evaluate financial status of all patients
• Determine patient eligibility for appropriate programs
• Assist patients with enrollment applications
• Follow up on all pending applications to ensure enrollment process is completed
• Educate the patient regarding financial responsibility and SCHC policies regarding payment
• Assist in training as needed

Health Information Services Duties (Satellite Visit Coordinator)

• Maintenance of patient records in the EMR
• Accurately pulls and delivers patient paper charts requested by clinical teams, Administration, and other authorized in-house personnel
• Accurately performs data entry and retrieval on computers as needed, including making appropriate changes in chart activity status and performing chart tracking functions
• Answers telephone calls for patient chart requests, reports, and additional information needed by authorized personnel
• Provides assistance to patients and patient representatives with completion of medical records release forms

Other Duties

• Expected to consult frequently with the Lead Visit Coordinator and clinical teams to inform the clinician of the information given or actions taken
• Communicates frequently with the clinical team regarding patient requests, scheduling issues or other aspects of duties
• Effectively maintains and protects the confidentiality of all medical records and patient information
• Attend seminars and trainings to maintain current knowledge or financial programs
• Maintain accuracy of patient demographics and financial information in current system
• Prepares for next day’s clinic
• Alerts Visit Coordinator Team Leader or designated person to needed supplies/equipment
• Reports any safety hazards
• Keep work and lobby areas tidy
• Perform other duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES

• Average proficiency using a computer to accomplish work
• High level of skill in maintaining calm, professional, courteous and helpful demeanor in times of stress
• Skill in making appropriate decisions to benefit patients and meet SCHC objectives
• Ability to prioritize work and complete it on a timely basis with minimal supervision
• Strong customer service approach to problem solving situations
• Ability to read, write, understand and spell English and medical terminology correctly
• Strong math skills

EDUCATION & EXPERIENCE

• High school diploma required or equivalent
• Ability to read, write, understand and spell English and medical terminology correctly
• Excellent people skills and customer service orientation
• Basic Computer or keyboarding skills
• Typing 35 WPM or above

PREFERRED

• Experience working with common health care programs
• Experience working with patient registration procedures
• Basic knowledge of medical or dental terminology

COVID-19 VACCINATION REQUIREMENT