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Clinic Coordinator I

Aspen Valley Hospital

This is a Contract position in Fort Collins, CO posted September 21, 2020.

This position is full-time with full benefits and is 32 hours per week. This position is four days per week butmay require some evenings and weekends from time to time. This position floats between ALL outpatient clinics within the Hospital Campus, as well as, the Snowmass Clinic and Basalt After Hours Clinic.

The Clinic Coordinator I registers outpatient clinic visits. Obtain insurance card and input information into Electronic Medical Records. Coordinates issues as appropriate with OP Clinic Director and Clinic Supervisor. Answers phone and assists with the daily operations of the units/clinics. This function maintains confidentiality with patients, staff and guests. As a Registrar working in a clinic location, they are responsible for complete and accurate registrations, including the proper completion of required consent for treatment and payer compliance forms and the copying/scanning of patient insurance cards. The Registrar practices exceptional customer service and professionalism, performs data entry as assigned. Additionally, the Registrar will collect payments at time of service as instructed, and ensures accurate posting. The Registrar’s daily responsibilities are directed by the Clinic Supervisor in cooperation with the OP Clinic Director. Monitors lobby activities and alerts the Clinic Supervisor, Physician, or Nursing Staff when triage is needed or when the lobby is full. Responsible for reconciliation of petty cash and balancing at the end of the day. Ensures the clinic is closed, locked and alarm set at the end of the day. Responsible for scanning patient records to Medical records department on a daily basis. Ensures that all parties have appropriate forms and makes copies as appropriate to ensure clinic flow. Schedules first-time and follow-up visits with patients.

Clinic Coordinator Duties

Obtain insurance and demographic information, completing and documenting ABNs as appropriate.

Performs accurate registration using thorough interview technique to ensure that information is 100% complete and accurate. Ensures that all compliance requirements have been met, and the registration is properly created and/or updated for anticipated billing.

Exercises the most desirable customer service demeanor and professionalism in all communication, duties and attire while interacting with patients, physicians, staff and visitors.

Is thoroughly versed in Hospital and applicable HIPAA regulations and is especially sensitive to, and mindful of, patient confidentiality in all scenarios. Conforms to all regulations without exception.

Performs cash collections at time of service, consistent with financial counseling procedures, the hospital’s Credit and Collection Policy and Guidelines and other financial directives. Utilizes software for payment and receipt on all applicable encounters. Handles money competently and securely, properly balances received payments and returned change, and balances and reconciles cash drawer daily.

Serves as a receptionist for the Clinic waiting area. Communicates and coordinates information in a knowledgeable and courteous manner with staff, patients, and families. Assists with keeping family members updated regarding patient’s procedure/visit.

Answers telephone calls promptly and responds to requests and messages in a timely manner. Takes accurate messages, relays/forwards messages to appropriate personnel, and refers callers to appropriate personnel as needed. Perform reminder calls to patients as required.

Utilizes paging system as needed/directed.

Assist with discharging patients from the Clinic, with coordinating follow up appointments, preauthorization’s, and scheduling surgeries and procedures as needed. Inform patients about their next steps and assist with any questions.

Patient Safety & Confidentiality

Adheres to all accepted patient safety standards

Follows all security, confidentiality, privacy policies as well as all industry specific rules and regulations.

Unit Specific Duties and Responsibilities/Day to Day Operations

Accurately prepares and maintains patient charts including scanning of medical records and results of tests/procedure done by non AVH sites into electronic medical record, as needed.

Prioritizes work load.

Participates and contributes in Department meetings

Other duties as assigned/requested.