Administrative Services Coordinator - Cardiology

Responsibilities:

• Oversight and Lead Responsibilities
• Independently owns, prioritizes and initiates implementation of assigned work functions
• Serves a point of escalation for Admin Services team.
• Participates in and supports select projects to be determined by leadership.
• Evaluates and manages workload distribution of the Admin Services staff.
• May assist with recruitment, onboarding, performance evaluations and performance management of Admin Services staff per practice needs.
• Clinical Duties
• Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances.
• Retrieves and processes incoming medical records/images, ensure scanning and physician review is completed.
• Ensures diagnostic testing and other evaluations are completed before visit if applicable.
• Assists attending physician with outpatient office hours including maintaining clinical schedule, closing necessary dates and moving patients if rescheduling is necessary. Traveling to clinic location if applicable.
• Schedules required procedures and OR/Lab for patients at provider’s direction.
• Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, x-rays, scans, MRIs, labs, EKGs as necessary for completion of pre-operative packages.
• Responsible for the timely submission of pre-op cases, and ensures accuracy of information and correct forms completed and signed in advance of procedure
• Processes medication refill requests, triaging to appropriate clinical staff.
• Coordinates and schedules cases with medical equipment representatives as required.
• Completes medication authorizations and obtains prior authorizations for procedures.
• Obtains medication pricing and coverage information for patients.
• Initiates Tier 1 prescription exemptions as needed.
• Schedules tests, procedures, and other clinical follow-up services as requested by the providers.
• Completes medical records requests.
• Handles all patient correspondence, including myPennMedicine messages.
• Admin Duties
• Answers and screens all phone calls and patient inquiries. Take appropriate messages/delegate to appropriate staff.
• Maintains multiple calendars, clinical schedules, surgery/procedure schedules, on call and office hours.
• Maintains physician Epic template.
• Attends and take minutes in meetings when necessary.
• Schedules travel and lodging for physicians and completes submissions of expenses for travel and other professional expenses.
• Updates CVs in FEDs.
• Create/Edit and distribute letters per attending physician direction.
• Coordinates submission and approval of journal articles and permissions as directed
• Coordinates visits for visiting scholars.
• Coordinates visits and interview schedule for the recruitment of faculty
• On Call Schedule Management with the ability to enter and make changes to the call schedule in appropriate system, Qgenda, etc
• Billing Duties
• Use the correct CPT code for scheduling procedures/surgeries/admissions and link correct primary diagnosis
• Ensure that all operative reports and encounter forms are turned in for billing within the designated timeframes.
• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals.
• Ensures all pre-registration items are completed to allow for timely and complete billing
• Research Related Responsibilities
• Interact with individuals/patients associated with clinical trials as well as supply information to patients enrolled in these studies.
• Schedule follow up studies as directed by the trial protocol.
• Coordinate submission and approval of journal articles, manuscripts and permissions as directed.
• Special Projects
• Training of staff and mentoring new team members
• Update of procedural manual
• Special assignments in regards to fellowship etc.
• Subject Matter Expert in specific area(s)

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• 5+ years Medical office experience, or 5 years of customer service experience in a related clinical office experience (Required).
• Prior customer service or insurance verification experience in a healthcare setting preferred.
• A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience.
• Previous experience in an executive staff support or program development role.