Medical Specialist Coordinator - Wickenburg, AZ

POSITION SUMMARY

The Medical Specialist Coordinator is an entry level leadership role, responsible for the facilitation of workflow while acting as the liaison between the front and back-office staff and other clinical and non-clinical staff.  Provides mentoring and guidance to front office staff.  The Medical Specialist Coordinator will have met all the expectations outlined in the roles for Front Office Assistant, Senior Front Office Assistant, Associate Medical Assistant, Medical Assistant and Senior Medical Assistant.  The Medical Specialist Coordinator will have maintained the highest level of professionalism and performance by receiving exceeds or greater on annual performance appraisals and remaining free of any active formal disciplinary process.

EXPECTATIONS

Every Adelante Healthcare employee will strive to maximize their performance and contribution to Adelante Healthcare and the community we serve every day.  Employees are expected to work in a manner that demonstrates a commitment to quality, patient safety, employee engagement, innovation, and the highest standards of personal integrity, professionalism, and competence.

OUR CORE VALUES

• Inclusion
• Nurture
• Service
• Purposeful
• Integrity
• Resilient
• Engaged

ESSENTIAL SKILLS AND EXPERIENCE:

• Certification to perform cardiopulmonary Resuscitation for the Health Care Professional (CPR) and AED through courses that follow the guidelines from the American Heart Association and Red Cross (cognitive and skills evaluations)
• Valid Level One Fingerprint Clearance Card issued by the Arizona Department of Public Safety for all specialty behavioral health locations
• High school diploma or GED from an accredited institution
• Three or more years of front desk experience or demonstrated competency with the skills and abilities of this level
• Minimum one year of supervisory or leadership experience in a medical office team and/or approved development plan
• Demonstrated ability in implementing the principles and practices of supervision
• Graduation from an approved medical assistant training program with three or more years’ experience
• Obtained Certification
• Ability to multi-task and work effectively in a high-stress and fast-moving environment
• Effective communication demonstrated by ability to read, interpret, comprehend and comply with written and verbal communication
• Proficient mathematical skills for use in a healthcare setting
• Ability to problem solve in situations both independently or with support from team and/or leadership
• Advanced computer efficiency to include Windows, MS Office and Patient Management System (electronic medical record)

POSITION RESPONSIBILITIES

• Greet all patients and offers assistance with questions, or directs them to appropriate person or location
• Responsible for answering the phone, greeting callers, establishing the reason for call and resolving issues or referring to appropriate person
• Maintain and distribute patient documentation in an organized manner
• Accurately enter all patient demographics and all other required information into practice management system
• Obtain patient registration information and enter into computer system

• Identify financial status of patients regarding sliding fee scale, insurance, or discounts.  Refers to eligibility as needed. 
• Verify third party payer coverage and billing information - insurance, etc.
• Assists with the correction of billing information as needed
• Prepare financial batch daily for processing
• Accurate handling of cash drawer and daily receipts
• Schedule patient appointments for medical providers via the computerized EPM
• Scan documents into electronic health record
• Knowledge of and participates in Adelante UDS measures, meaningful use metrics and other quality initiatives by assisting with audits and other data collection
• Maintain appropriate level of office supplies, medical forms at work station
• Work on prior authorizations and referrals for patient required services
• May prepare daily deposit of collections and bank deposit
• Assist with problem solving daily batch error resolutions
• Competent or knowledgeable of multiple specialties and/or departments

• Prepare for the patient appointment by reviewing and updating patient records prior to patient arrival 
• Interview patient to obtain reason for visit: chief complaint, and document in electronic medical record following MA workflow protocols for intake of patient
• Obtain and record the patients’ vital signs according to protocol for patients age
• Prepare exam room and patient for the type of exam/procedure to be performed
• Maintain patient confidentiality following all HIPAA policies and procedures
• Document accurately all patient information in electronic health record
• Communicates in a timely and professional manner with patients and other members of the care team at all times

• Know and follows the eight rights of drug assessment and administration
• Know and follows procedure for immunization administration and storage
• Follow all medication policies and procedures for labeling, storing and use

• Know and utilize principles of universal protocols and National Patient Safety Goals
• Clean and sterilize instruments per protocol
• Has knowledge of surgical and diagnostic office procedures

• Correctly collect specimens, perform testing, and processes as indicated.
• Provides clear instructions to patients regarding obtaining and collecting of specimens.
• Review patient plan and educates patient on discharge instructions
• Can accurately identify medications and their indications for proper utilization
• Evaluate problems, situations or issues presented and understands priority while assisting with resolution using critical thinking and problem solving skills
• Participate in orientation, mentoring and training of staff
• All other duties as assigned (such as translation and travel to other locations)

ADDITIONAL POSITION REPONSIBILITIES/ESSENTIAL

• Serve as subject matter expert for the Front Office Assistants, Senior Front Office Assistants, Associate Medical Assistants, Medical Assistants and Senior Medical Assistants
• Problem solves billing issues for peers and patients
• Prepare daily deposit of collections and performs bank deposit
• Participate in regulatory reviews, audits and process improvement projects
• Participate with interviewing, selection, training and performance appraisal of staff
• Provide staffing for coverage needs as assigned
• Coordinate workflow and staff schedules to ensure coverage
• Complete communication circle with patients and other customers
• Participate in ordering of supplies and inventory management
• Member of and required to attend committee or work group meetings
• May process charge entry, unbilled and work-log reports
• Assures efficient, accurate collection and handling of transactions
• Participate, monitor and report audits, quality and compliance measures
• Initiate request for maintenance of equipment and facilities as needed
• Coordinate and evaluate medication management and is resource for vaccine program and inventory management
• Perform other duties as requested or assigned

NONESSENTIAL SKILLS AND EXPERIENCE:

• Ability to communicate in more than one language

Additional Duties and Responsibilities

• Other duties as request or assigned

Patient Centered Medical Home (PCMH) and Integrated Care Team (ICT)

All employees are responsible for promoting and participating in interdisciplinary communication and collaboration to enhance the delivery of quality across the health care system. Employees should maintain an environment which supports and engages patients and co-workers in a caring team-based model to promote wellness and improve health outcomes.

Adherence to Compliance and Code of Conduct

All employees are required to comply with Adelante Healthcare’s written standards, including its Compliance Program and Code of Conduct, policies and procedures and reporting of any conduct that potentially violates Adelante’s legal or compliance requirements. Such compliance will be an element considered as part of the regular performance evaluation.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee may be required to sit for long periods of time, is required to stand, walk, use hands to handle or feel objects, tools or controls; reach with hands and arms; climb steps/stairs; balance; stoop, kneel, crouch or crawl; talk or hear; smell; manage stress as it relates to essential job functions.  The employee must frequently lift and/or move up to 25 pounds without assistance and may occasionally be required to lift or move up to 50 pounds with assistance.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time when traveling to various clinic sites.  The noise level in the work environment is usually moderate. The employee may be subject to health hazards (contagious diseases, blood borne pathogens, etc.) when working in the clinic area.