Multi Clinical Coordinator - Brain Institute (Full Time, Days)

Job Summary

Performs patient and physician(s) flow coordination and clerical support for the clinics and administrative areas. Resource person for all clinic related questions, testing, scheduling, authorization, issues, etc. Responsible for all patient, patient family and physician(s) questions and concerns. Leads all communications and documentation between medical practices and ancillary services.

Minimum Job Requirements

• 4 years of administrative support and coordination of a Medical Office experience required.

• Proficiency in Microsoft Office including Power Point and Excel required.

• Bilingual in English/Spanish required.

Job Specific Duties:

Before Clinic:

• Coordinates clinics schedule, confirms appointments and necessary testing (MRI, EEG, VEEG, etc.). Notifies stakeholders of practice schedule prior to clinic visit for insurances verification.
• Enters patient demographics and insurance information in the scheduling/appointment book of EHS with the preset criteria and appointment slots for each clinic.
• Obtains tests/visit authorizations and collects necessary information for appointment/admission. Distributes relevant medical data and follows up with clinical indications following medical review.
• Prior to clinic admission, e-mails parent questionnaire and asks for prescriptions and referrals. Follows up on MD approval for appropriate clinic visit and stores data/information into EHS.
• Coverage for authorizations: Obtains authorizations of tests (EEG, EP, NCV, EMG, polysomnograms).
• Floats, covers, and provides assistances to department, other clinics, and staff members when needed or requested by leaders.
• Arranges support groups for various clinics (rare chromosomal disorder) and partners with team to ensure parental involvement.
• Orders supplies through Lawson for the different Neuroscience specialties.

During Clinic:

• Registers patients on clinic day; activates accounts, controls physician/patient flow to assert patient was seen by an MD, and confirms all other MD appointments/visits. Follows up on all MD visits.
• Ensures patient flow is maximized to meet service standards. Performs service recovery when applicable to maximize patient and family satisfaction.

Post Clinic:

• Coordinates in advanced with each specialty to assure (on clinic-day) patient is seen by all providers. Keeps teams informed of changes to the schedule.
• Coordinates patient discharge after clinic. Inputs & updates information in EHS. Transmits clinic consensus to MDs & other consultants treating the patient. Provides follow up appointments & testing.
• Accountable to produce correspondence including: accommodation letters, school letters and documentation for physical and occupational therapy.
• Arranges end-of-clinic consensus meetings and/or support groups with different disciplines (food/speakers if needed). Archives data for future retrieval long-term care.
• Participates in Lean initiative to improve processes for opportunities to deliver higher quality, cost effective care, with greater customer service, & which impact can be measured by way of metrics.
• Utilizes Lean methodology to improve the family experience in the Brain Institute. Actively involved in continuously improving the patient experience and service recovery process.

Common Duties:

• Maintains accountability by ensuring compliance thru timely completion of licensures, certifications, all competencies, health requirements (PPD, N95, Flu, etc.), and education requirements.
• Maintains accountability and timekeeping expectations as outlined by MCHS Timekeeping and Attendance policy & procedures. Ensures behavior is compliant with communication standards.
• Ensures behavior meets and/or exceeds targeted service scores as measured by the Service Index and/or the internal departmental service survey.

Knowledge/Skills/Abilities:

• High school education or equivalent preferred
• Knowledge of HIPAA requirements and patient information is preferred
• Electronic Health Systems (EHS) experience preferred
• Medical insurance and billing experience preferred
• Ability to learn new software application
• Excellent communication, customer service skills, and phone etiquette
• Excellent time management and ability to meet deadlines
• Able to adapt and react calmly under stressful conditions
• Abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem solving skills, attention to detail, and working in a team environment

(EOE DFW)

7/13/17