BWPO PRACTICE COORDINATOR

Affiliate Name: Brigham & Women's Hospital
Job Category: Professional/Managerial
Department: BWH WOMEN'S HEALTH CENTER
Shift: Days
Hours/Week: 40
Job Type: Regular
Employment Type: Full TimeResponsibilities:
GENERAL SUMMARY:
The Practice Coordinator is responsible for the efficient flow of the operation aspects of patients care, reporting directly to the Practice Manager within the Fish Center for Women's Health. This position will oversee the day-to-day operation and staff, investigating and improving on functions of patient flow, appointment management, registration, cash collection, charge entry, management of managed care issues, medical records and inventory control. This position will provide coverage for staff vacancies as needed. The Practice Coordinator serves as an immediate contact for dealing with patients/customers and handling complaints. Works independently to solve issues in a timely manner. Interact with individual at all levels of the department and the organization. In conjunction with the Practice Manager, the Practice Coordinator creates an effective management team that emphasizes quality management, efficient, cost-effective operations, with a focus on quality patient service and satisfaction.PRINCIPAL DUTIES AND RESPONSIBILITIES:
1. Operation Responsibilities
' Ensure efficiency and productivity with respect to administrative functions of the front desk staff. Allocates staff through consistent monitoring of daily activity. Assigns specific individuals to necessary tasks and sets priorities.
' Monitor accuracy of registration, scheduling, and confirmation (billing) functions for outpatient services. Assists with training and orientation with respect to these functions. Make recommendations for improvements/enhancements to registration procedures. Conducts audits to ensure proper registration and confirmation procedures are taking place.
' Manages the oversight and audit of daily charge entry including: coding, charge entry verification, and timely charge entry using available BICS and IDX reports as session summaries and undisposed appointments. Provide accurate, complete, and timely data by coding and abstracting diagnosis and procedures using CPT and ICD-9 coding standards. Assists or directs physicians regarding billing compliance, insurance, ICD-9 and CPT questions or issues.
' In conjunction with the Practice Manager, oversees the Department Billing Compliance program. Work with the Practice Manager to ensure that staff is properly trained and that any potential compliance issue is identified and addressed in a timely manner.
' Triage patient complaints for the department, working with appropriate personnel and resolving issues.
' Manage and monitor room utilization. Oversee schedule templates for all practice providers, including cancellations, changes, etc.
' Responsible for gathering data and reports on registration, scheduling matters, phones, managed care and confirmations for presentation to the Practice Manager.
' Manage telephone services according to the Fish Center for Women's Health and hospital service standards.
' Oversee ordering of all necessary supplies and equipment for new clinical faculty to insure the availability prior to their arrival.
' Maintains patient confidentiality according to hospital standards.
' Assures compliance with BWH, BWPO, JCAHO, CLIA, state and federal regulations.
' All other duties as assigned.2. Human Resource Responsibilities
' Demonstrates knowledge and promotes administrative and employee policies.
' Responsible for selection, orientation, and training of new staff for the practice.
' Assesses employee performance, completing timely employee evaluations and providing counseling regarding performance, attendance, etc.
' Delegate duties to others in the department based on skills and workload.
' Conducts staff meetings to keep employees informed.
' Authorizes and monitors vacation requests changes in work or lunch schedules, arranging for coverage as necessary.
' Assures appropriate staffing and phone coverage to meet all needs. Coordinates after hours coverage as needed. Assists with or provides coverage when staffing levels are not sufficient.3. Office Management
' Maintain office equipment and supply inventory,
' Coordinates office maintenance and repairs.4. Other General Responsibilities
' Participates in special projects as assigned by Practice Manager, maintains flexibility regarding workload and the demands of the department.
' Acts as intermediary between physicians and staff.
REQUIREMENTS
QUALIFICATIONS:
Bachelor's degree. Must have a minimum of two years experience in the clinical delivery of health care services as well as previous supervisory experience. Must have thorough understanding of clinical billing charges and knowledge of medical terminology. Must have excellent communication skills.SKILLS/ABILITIES/COMPETENCIES REQUIRED:
' Demonstrated ability in project management and project implementation.
' Excellent organizational, analytical, time-management, and problem-solving skills.
' Excellent written and verbal communication skills.
' Ability to communicate effectively with a socially diverse patient population visiting their physicians for conditions that may be life threatening, coping with anxiety and stress created in such situations.
' Must understand and function effectively in a fast-paced, challenging environment and communicate well with a group of physicians (currently 20+).
' Proficiency with computers including word processing and data entry.
' Excellent customer service skills.
' Excellent interpersonal skills.
' Extensive knowledge of CPT and ICD-9 coding.
' Requires detailed knowledge of insurance requirements including Medicare, HMO and fee for service billing. In depth understanding of referral and authorization process for third party payers.
' Ability to handle sensitive situations/information and employee relations in a positive and fair manner.
' Ability to provide clear direction, organize, inspire and motivate staff to foster strong productivity.WORKING CONDITIONS:
' Off-site, hospital-based ambulatory clinic (850 Boylston Street).SUPERVISORY RESPONSIBILTIY:
' 11-15 FTEFISCAL RESPONSIBILITY:
' Responsible for daily oversight of co-payment and cash collection, in adherence with department policies and procedures. This includes daily reconciliation and deposits.