Medical Office Coordinator - Carbondale (4963)

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This position: 1) Supervises reception staff 2) Coordinates all the nightly deposit duties 3) Assisting in developing policies and procedures for reception check-in and check-out 4) Assists patients with complex billing questions 5) Refers patients to the financial counselor as needed 6) Collects patient payments.

Patient Receiving and Registration 35%

• Receives and welcomes patients into the clinic.
• Interviews patients to obtain demographic and billing information and enters into the computer
• Accesses computer terminal to input, update, retrieve, and review patient demographic and billing data for new and established patients
• Obtains patient's signature on authorization forms
• Generates daily schedules, prints encounter forms and demographic information
• Scans patient insurance cards for indexing into the practice management system.
• Checks Medicaid coverage in the Medi System
• Works with patients regarding any outstanding balances billing questions, does account review and consults with billing and coding as necessary
• Refers patients to the financial counselor when appropriate
• Refers to billing and coding when a patient account issue is discovered

Cashiering 20%

1. Collects payments at time of service, always knowledgeable of managed care co-pays.
2. Does the nightly deposit and batch-out process
3. Reconciles nightly deposits for all reception staff
4. Reports deposits in the Ipay System
5. Works with campus security on bank pick-up
6. Resolves any deposit discrepancies with the bursar department
7. Completes and maintains necessary receipt register.

Coordination 20%

1. Develops reception policies and procedure for the smooth, efficient, and effective check-in and check-out process for patients
2. Screens and interviews new reception employees (as needed)
3. Conducts onsite orientation for new employees and trains or retrains any reception staff
4. Arrange appropriate coverage for all reception staff due to vacations, illness, or requested leaves
5. Attends morning and afternoon huddles as the reception representative, addressing any necessary changes or corrections to the daily clinic flow
6. Ensures all office equipment (copy and fax machines) is in proper working order - coordinates maintenance and repair with the vendor
7. Orders all necessary office supplies according to the provided budget and maintains appropriate stock for all clinical employees
8. Represents the reception department in all staff meetings and coordinates any departmental activities as a result of those meetings
9. Is the backup to the Medical Office Coordinator for Scheduling related to any faculty, advanced practice clinician, LCSW, or resident clinic schedule changes
10. Works with the IT staff when the Healthcare or Clinic Administrator needs any reports
11. Responsible for the reception portion of the resident practice management rotation - educating and informing the resident of all reception duties as required in the practice management rotation
12. Acts as a liaison with hospital engineering for appropriate maintenance when any building issues arise
13. Handles patient complaints according to established policies
14. Representation for their supervised department for both AM and PM Huddles

Supervision 20%

1. Directly supervises the Medical Office Associates in the Reception Department
2. Arranges/Coordinates/Approves reception department vacation and sick time requests in Laserfiche
3. Verifies as the supervisor time sheet submission in Laserfiche
4. Ensures compliance with established reception policies and procedures
5. All other duties as assigned

Service 5%

1. Active participation, where appropriate, on committees and projects.
2. Active participation and support of unit initiatives.
3. Other duties as assigned.

Credentials to be Verified by Placement Officer

1. Any one or any combination totaling five (5) years (60 months), from the categories below
   1. College education with course work in a business medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, public administration, or social science, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
   2. Work experience or ancillary service experience comparable to the Medical Office Specialist level or other positions of comparable responsibility.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of registration and billing procedures.
2. Knowledge of third-party payer reimbursement, disability claim forms, and insurance billing regulations.
3. Knowledge of accounting principles and insurance claims filings and reimbursements.
4. Knowledge of computer systems and clinic forms.
5. Knowledge of automated admissions and/or billing systems.
6. Knowledge of medical terminology.
7. Knowledge of various hospital and/or clinic departmental services.
8. Knowledge of hospital pre-admission and admission procedures.
9. Skill in maintaining detailed records.
10. Skill in communicating effectively with patients and families from a wide variety of persons from different economic and cultural backgrounds.
11. Oral and written communication skills.
12. Organization skills, including time management and workflow.
13. Skill in explaining rules, policies, and their interpretations.
14. Skill in interviewing patients who have a variety of financial problems.
15. Skill in interpreting and implementing procedures, guidelines, and policies.
16. Skill in developing reports and analyzing data.
17. Skill in adapting and working under pressure and amid interruptions.
18. Ability to supervise, train, lead and direct the work of others.
19. Ability to interpret policies, procedures, and guidelines.
20. Ability to interpret a variety of financial, diagnostic, and internal codes.
21. Ability to establish and maintain cooperative working relationships with individuals and agencies internal and external to the unit and/or institution.
22. Ability to solve problems related to intake, accounting, receptions, and patient relations.
23. Ability to work with the media to create advertising and markets plans.
24. Ability to keep patient data confidential.
25. Ability to interpret policies, procedures, and guidelines.
26. Ability to interpret a variety of financial, diagnostic, and internal codes.
27. Ability to use independent judgment and resolve problems quickly.
28. Ability to identify work priorities and follow them to complete daily tasks.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.