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Patient Care Coordinator

Company: AthletiCo
Location: Cary
Posted on: March 19, 2023

Job Description:

Job Summary:
ThePatient Care Coordinator (PCC) is responsible for managing (daily, weekly, and monthly) operations as outlined in the Front Office Manual, adhering to policies and procedures, scheduling, accurately entering patient demographics, verifying insurance, collecting monies, charging entry, and properly documenting accounts.The PCC is flexible, adaptable to change, and learns new skills.The PCC possesses excellent customer service skills and acts as a liaison to the Clinic Director, Front Office Manager, and Director of Front Office Operations.

Essential Functions:

Maintains and performs a warm, friendly, and welcoming relationship with all patients, Pivot staff, medical and non-medical professionals, and vendors and visitors
Excels in the area of customer service
Adheres to Pivot's policies, procedures, and core values
Has a clear understanding of front office operations and performs these operations as presented in thePCC manual, Scheduling/Billing/EMR manual, or any other manuals developed or deployed by the management team
Attempts to maintain the continuity of care when scheduling patient appointments
Efficiently/Accurately uses any technology/software used in the office to complete the job or as required by management
Routinely completes all the HIPAA privacy and security training as required by the Pivot management team. Staff must adhere to these privacy policies
Answers all inbound calls within the third ring using Pivot's greeting, transferring and taking messages as needed
Responsible for all components of scheduling appointments and properly documenting accounts as needed
Understands the importance of productivity in regards to scheduling and recapturing appointments and missing-in-action patients. Proactively rescheduling appointments in the current week as well as the duration of the prescription
Accurately enters patient demographics, insurance, and case information
Accurately enters charges as needed, reviewing charges/encounters and completing coding edit checks
Collects all monies that are due prior to each visit including, but not limited to, copayments, deductibles, coinsurance, payments on statements, supplies, gym memberships, self pays, and attorney checks.Documents all monies in the system appropriately and provides system receipt
Reconciles all over-the-counter collections daily and drop off deposit cash/checks at the designated bank within an appropriate time frame
Accurately verifies benefits via phone, asking detailed questions outside of what is provided, and sets up accounts accurately
Ensures that all visits performed are properly authorized and makes efforts to minimize the occurrence of any unauthorized visits
Utilizes websites only in instances in which the websites are relevant and approved by Pivot Physical Therapy. (e.g., insurance websites for authorization, National Provider Identifier (NPI) websites, etc.)
Fills out patient forms where applicable and explains the details surrounding the paperwork presented to the patient
Scans all patient documents within 24 hours of receipt, using the appropriate naming convention of each document and scans the document to the appropriate case
Completes daily, weekly, and monthly operations and reconciliations and ensures accuracy prior to sending to the Front Office Manager
Audits each visit to ensure there are valid prescriptions/proper authorizations/referrals/pre-certifications and collects monies due each visit
Follows up and reviews daily reports and proactively communicates the need for a prescription/authorization/referral/pre-certification to ensure there are no delays with patient care
Ensures that all "Plan of Cares" for Medicare are signed and returned by the physician within 30 days of the patient's initial evaluation
Forwards all medical record requests, subpoenas, checks, and any other documentation received to the billing office
Maintains a neat and organized workspace and ensures cleanliness within the office
Stays prepared for frequent audits, which are conducted by management, to ensure all policies are being adhered to and the clinic is in operating order
Travels to an off-site location/corporate location for training or other Pivot locations in the event of necessity
Participates in regular meetings and any other training as requested by management
Effectively manages time in regards to hours worked/breaks and documents this information in the appropriate software daily
Submits expense reports in a timely manner as directed by management
Utilizes the Front Office Manager or Clinic Director as a resource for questions and problem solves challenging situations
Takes inventory regarding supplies and communicates this to the Clinic Director and Front Office Manager

Additional Responsibilities:

Maintains overall cleanliness of clinic (vacuum, wash dishes, water plants, etc.)
Provides front office and technician services (cleaning therapy beds, laundry, organizing supplies and closets, and ensuring safety of the clinic and machinery)
Sets up clinic food deliveries
Runs errands outside the clinic as requested by management
Performs other duties as assigned by management

Required Education, Skills, and Abilities:

High school degree or equivalent
Related experience in a clinical setting (e.g., physician, dental, chiropractic, or physical therapy)
Understanding of medical billing practices and medical terminology (HCFA 1500, CPT and ICD 9 codes)
Excellent customer service/interpersonal/communication skills and proper phone etiquette
Ability to manage self and organize multiple priorities
Excellent documentation skills
Proficient in utilizing Microsoft Office, Word, Excel, and all other technical or software systems
Ability to troubleshoot when necessary
Strong sense of decision making and judgment
Action-oriented and approachable
A team player and effective at building/fostering teamwork as well as maintaining composure when dealing with conflict
Active listening skills and ability to adapt to change
Effective time/priority management skills
Ability to interact with patients, clinical, and administrative staff in a pleasant, courteous, and respectful manner
Friendly and a positive attitude is a must

Keywords: AthletiCo, Cary , Patient Care Coordinator, Other , Cary, North Carolina

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