SUMMARY:

The Office Coordinator is required to perform all duties of the Medical Assistant/Medical Receptionist
and functions as the resource person to the staff. The Coordinator also serves as the site point of
contact for management and regional staff.

ROLE AND RESPONSIBILITIES:
Common duties include but are not limited to:
Maintain time of service collection rate of 85% or better
Scheduling and phones to include:
Ensure smart scheduling is performed
Communicate with Scheduling Services regarding errors/issues
Working together to make sure each site voicemails are covered daily
Timely management/response of phone voicemails; ensure voicemail box is cleared weekly
Recording outgoing messages
Weekend call reviews
Maintain administrative denial rate of 2 or less per week
Maintain 100% accuracy for lab orders
Manage No Show reports and calls (MR)
Maintain or exceed company average for Initials/Patient Retention
Ensure Case Rate goals are met if applicable
Expense management including inventory & supplies (Mckesson and Staples)
Staff training as needed
Sublocade & Vivitrol Management (MA)
Coordinate with Revenue Cycle to identify payment needs and understand/learn how to manage insurance effectively
Ensure correct insurance type is selected
Ensure deductible and copays are collected
Cash Reports and Deposits added and balanced in the folder accurately
Patient panel reviews for both MA/MR are complete and include:
HCG, Sticky Note Updated, Labs needed, UDS collection notes, random calls, observed, Vacation Calendar Management for Providers, $ needed to be collected, phone calls needed to be made, “needs to be in person”, Doxy,
Manage/Address/Direct patient complaints
UPS deliveries verified and text sent if dropped off (MA)
Water is always stocked and changed
Doors locked, lights out, AC ; Heat managed for efficiency
All logs are filled out, garbage taken out daily, cleanliness of the office; kitchenettes and entryways maintained
Weekly email by the close of business on Tuesday reporting on prior week’s check-ins, no shows and intakes
Weekly meetings with VP to provide operational review/update
Maintains confidentiality
Other duties as assigned

QUALIFICATIONS AND EDUCATION REQUIREMENTS:
High school diploma or equivalent
Medical assistant certification/diploma preferred
PREFERRED SKILLS:
Ability to work independently and as part of a team
Excellent customer service skills
Strong knowledge of SaVida’s policies, practices and procedures
Computer literacy; typing skills, knowledge of EMRs, MS Word, MS Excel
Ability to work with individuals and groups from diverse populations; bilingual/bicultural preferred
Excellent verbal and written communication skills
Ability to multi-task
Ability to effectively manage time to meet deadlines
Maintain and support the mission and goals of the organization