Description

JOB SUMMARY

Responsible for assisting Practice Manager in managing the daily operations of assigned physician specialty practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Assist Practice Manager in an administrative capacity within a physician specialty practice, both operationally and fiscally.
Function as a Patient Services Representative III when necessary to include all duties of Patient Services Representative III job description.
Identify self to internal and external customers by wearing identification badge at all times.
Greet patients with courtesy and respect. Answer questions and direct requests appropriately and efficiently.
Receive, place and transfer calls using appropriate telephone etiquette; handle telephone request with courtesy and accuracy. Accurately take and distribute messages.
Request changes to Practice Point Plus system as directed by Practice Manager.
Assist in planning, implementing and administering medical programs and services, including personnel administration, training, and coordination of medical, nursing and other staff.
Assist in directing, supervising and evaluating work activities of medical, nursing, technical, clerical, and other personnel.
Assist in monitoring physician and staff attendance at mandatory training sessions.
Collect, review and authorize all timesheets, timecards and other payroll data, as indicated. Meet prescribed deadlines for submission.
Collect and distribute paychecks and reimbursements, to staff and physicians, as indicated. Include detailed IDP information as needed.
Assist in reviewing and analyzing financial statements, receivables reports, balance sheets, and physician and mid-level provider production reports.
Maintain knowledge of each physician pay sources, referring physicians and market resources.
Assist in reviewing and authorizing expenditures. Coordinate financial reporting and accountability of such.
Assist in establishing rates for services, based on department specific protocol. Track collections, payments and identify ways to improve financial success.
Identify, order, pick-up, deliver medical and non-medical related supplies and materials, as needed.
Assist in developing, implementing and maintaining organizational policies and procedures for each department.
Assist in managing and improving practice environment. Identify, report and request maintenance assistance for work orders. Follow-up as required.
Assist in monitoring the use of diagnostic services, and staff to ensure effective use of resources and assess the need for additional staff, equipment, and services.
Utilize computerized record and data management systems to process data, such as claims activities and payments, and to produce reports. (i.e., Desktop Query, claim system, A/R reports, financial databases, etc.)
Research and resolve denied claims. Communicate claim resolution to the Practice Manager for error correction, submission of appropriate documentation, authorization for charge adjustment, etc. Follow-up to ensure claim processed accordingly.
Assist in reviewing and identifying issues for the Practice Manager regarding unpaid or suspended claims. Collaborate on strategies for prompt payment.
Primarily responsible for identifying denied claim trends. Research, resolve and implement front-end solutions where applicable.
Review charges, fees and carrier allowable annually. Compile and distribute updated information as applicable.
Assist in monitoring and managing charge entry for billing consistency, efficiency and effectiveness. (Charge lag, overrides, context edits, etc.)
Accountable for the completion of the Missing Services Report (MSR) and Credit Manager Report (CMR), and Manager Denial Report for the department.
Assist in establishing work schedules and assignments for staff and physicians. (i.e., on-call schedules, managing physician and staff time-off, other coverage issues, etc.)
Develop and foster professional relationships with other MCC departments. Collaborate and coordinate with MCC departments and staff for the operational and financial needs of each department and/or physician.
Monitor and ensure compliance between departments, physicians, staff and regulatory guidelines.
Organize, implement, and ensure completion of Compliance-mandated protocols, including: Annual and Specific Compliance Training, OSHA/Biohazard training and checklists, as well as, all other departmental checklists.
Assist in the development of educational materials, organize and conduct in-service training. (Coding, insurance and/or reimbursement changes, including other training, updates and changes).
Maintain communication between physicians, staff and other departments by attending meetings and coordinating interdepartmental functioning.
Monitor the registration of all patients, demographic and insurance information.
Assists in answering correspondence received from attorneys and insurance companies. This includes formulating replies to requests for patient’s future medical expenses estimates.
Manage the scheduling of all depositions, conferences, and meetings with attorneys or rehabilitation nurses so as not to interfere with surgeries or patient schedule. Always log in surgery book.
Manage and verify workers compensation cases including appropriate documentation, verification and follow up.
Produce and deliver invoices for all special reports to attorneys and attorney depositions/conferences; post checks received and update patient notes accordingly.
Assist in monitoring patient reminder appointment telephone calls and no-show rates.
Monitor and ensure staff compliance with parking guidelines and regulations.
Maintain awareness of advances in medicine, computerized diagnostic and treatment equipment, data processing technology, government regulations and health insurance changes.
Develop and maintain departmental buck and/or charge slips, as directed.
Assist in monitoring compliance with specific regulatory guidelines, such as HIPAA, Starke Laws, Fraud and Abuse, and safety daily.
Hand-deliver all notices, correspondence and voting materials requiring physician signature or immediate attention, as directed.
Be within immediate contact of Practice Manager at all times, via telephone, email, or in person.
Perform tasks and duties of absent staff members, as needed.
Attend events and other MCC functions as appropriate.
Assure that appropriate insurance authorizations have been performed prior to scheduled surgeries.
Track laboratory, pathology and x-ray results and communicate to patient, after physician* instruction. Assure all ancillary study results have been received, reviewed and any issues resolved.
Perform preparatory information and request authorization when appropriate.
Anticipate departmental needs and improve office efficiency by assisting other staff as necessary.

*Physician has the option to delegate this responsibility to a mid-level provider.

CORPORATE CULTURE RESPONSIBILITIES

Follow established corporate and department-specific policies and procedures.
Attend all corporate and department-specific required training.
Uphold MCC’s Purpose, Values, and Vision.
Abide by MCC’s Corporate Culture Responsibilities.
Perform other duties as may be assigned cheerfully and willingly.

Requirements

EDUCATION/EXPERIENCE REQUIREMENTS

Minimum education requirement is a high school diploma or GED.
Two (2) years of experience in a healthcare environment, preferably in a physician office, required.
One (1) year of supervisory experience required
Healthcare license or certification preferred throughout employment in this position.

KNOWLEDGE, SKILLS AND ABILITIES

Display customer services skills, strong interpersonal skills, close attention to detail, and excellent verbal and written communication skills.
Be a person of integrity and character, willing to embrace change and make a positive impact in the lives of patients and co-workers.
Ability to work with staff members at all levels of the organization in a cooperative, team-oriented manner.
Displays computer proficiency (i.e. PC windows and MS Office environment) and ability to quickly learn new applications. Preferred ability of typing 40 cwpm.
Proficient in use of English language both in written and verbal communication.
Must be able to communicate with individuals of varying socio-economic backgrounds.
Displays ability of giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Professional demeanor and recognition of privacy considerations for patients and families.
Must be able to accurately prioritize multiple tasks.

PHYSICAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

Strength (Lift/Carry/Push/Pull): Sedentary (exerting up to 10 pounds of force occasionally)
Standing/Walking: Occasionally; activity exists up to 1/3 of the time
Keyboarding/Dexterity: Frequently; activity exists from ¾ of the time
Ability to look at a computer screen for extended periods.
Ability to perform constant repetitive hands and finger motions.
Ability to work in various positions (standing, sitting, bending, and walking) for extended periods of time.
Talking (Must be able to effectively communicate verbally): Yes
Seeing: Yes
Hearing: Yes

EMOTIONAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

Must exhibit stable work behaviors daily.
Must possess adequate individual coping skills.
Ability to remain calm and professional regardless of workload or time constraints.
Must be able to work under stress and remain calm and professional.

WORK ENVIRONMENT

Clinical office environment.
Exposed to frequent and constant interruptions in daily functions/schedule.
Must be available to customers and staff throughout the day.
May be required to work extended hours to meet department needs.

West Florida Medical Center Clinic

Open Positions (1)

Operations

Practice Coordinator II