Department Coordinator
Martha's Vineyard Hospital (MVH)

Job Info

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Department Coordinator for Behavioral Health

The Department Coordinator provides support to the specialty department by performing administrative functions. Functions as an example to practice staff of efficient and effective practice support. Demonstrates and provides exemplary customer service that is friendly, and helpful and reduces anxiety in all patients, peers, physicians, and MVH departments. Effectively uses various computer systems and is able to learn new programs as appropriate. Answers multiple telephone lines; takes calls, screens and relays messages, and/or provides information to the caller. Works within the electronic medical record for scheduling patients and communicating with others within the practice. Processes requests for information/medical records according to guidelines. Updates existing patient information with strict attention to detail and maintains patient privacy. Schedules surgery and surgical appointments within the department and occasionally in collaboration with outside surgical centers. Processes referrals and cost estimates as needed. General practice tasks as assigned by the Nurse Director, Ambulatory Practices.

JOB FUNCTIONS:

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position.

PERFORMANCE REQUIREMENT / DUTIES AND RESPONSIBILITIES

Greets, directs and/or assists patients. Assesses and prioritizes patient needs. Assists patients with forms if necessary.

Opens, sorts, distributes, prioritizes and/or files incoming documents, mail and other correspondence.

Maintains and stocks inventory of supplies and makes recommendations regarding needs.

Answers multi line telephone system promptly and courteously. Gathers screening information; takes, relays and manages messages and/or provides routine information. Retrieves voicemail messages, returning calls or forwarding messages as needed. Assists in creating and implementing protocols for distributing messages appropriately.

Maintains a strong command of hospital registration/scheduling system. This includes registering new patients, updating patient information, scheduling and rescheduling appointments as necessary.

Multitasks when needed to include checking patients in or out, collecting co-pays, verifying insurance, and addressing concerns as they arise.

May serve as a Schedule Template Builder. Knowledgeable in basic insurance matters to troubleshoot patient or staff inquiries.

Organizes and maintains patient records, logs and other controlling systems; retrieves files as needed. Develops and maintains systems to assure accurate, confidential, retrievable information. Processes requests in a manner consistent with all regulatory and compliance agencies internal and external to the Hospital.

Prepares and assists with all documentation necessary for completion of chart, insurance authorization, and third party payors.

Manages referrals as instructed by providers; completes prior authorization and scheduling of specialty testing and appointments using appropriate systems such as Epic workqueues.

. Manages Automated Call Reminder system to ensure accuracy and consistency with scheduling system. Confirms upcoming patient appointments, verifies pertinent information directly impacting upcoming appointments

Performs all duties related to the revenue enhancement activities of the practice, including but not limited to co-pay collection, registration verification, encounter reconciliation, closing of the cash drawer, etc.

Works collegially with others within the practice; and hospital departments to support patient flow and operations.

Assist patients with integration of care through provider offices outside MGB.

Plan "Consultations" and facilitate between patients and staff.

Coordinate ED patients who need urgent care off island as needed

Assists in training, orientation and on-boarding new and existing staff into the practice.

Functions as a resource to team members and leadership in troubleshooting patient inquiries or concerns, in all revenue enhancement (insurance accuracy, billing and charge capture) or expense reduction activities, and in general practice operations.

Qualifications
EDUCATION REQUIREMENTS:

High School diploma or equivalent required

Associates or at least 1 year college course work preferred.

EXPERIENCE:

Recent healthcare experience required

Knowledge of cost estimates for procedures preferred

Insurance coverage knowledge for referrals required

Electronic Medical Record Experience preferred.

Ability to work effectively on a team.

Ability to manage multiple tasks concurrently.

Comfortable in a fast-paced working environment.

Some clinical experience in an ambulatory clinic.preferred.

EEO Statement
Martha's Vineyard Hospital and Windemere Nursing & Rehabilitation Center are Equal Opportunity Employers. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law.

This job has expired.