Medical Clinic Administrative Coordinator

Position Summary

Serves as the Health Center receptionist, patient registration and scheduler for patients being seen in the Pueblo of Sandia Health Center. The Medical Center Administrative Coordinator position is the starting point of information into the Electronic Health Record (EHR) that supports the functions of the patient experience and the Business Office.

Our philosophy is built on the principles of integrity, fairness, collaboration, communication, and recognition for performance excellence. Meeting all performance standards leads to attracting and retaining a qualified workforce, provides opportunities for qualified team members, and contributes towards the ongoing success of the Pueblo of Sandia today and in the future.

Essential Duties and Responsibilities

1. Identifies patients who have, or are eligible for alternate resources, by screening and interviewing effectively during the registration process and referring to the Business Office as appropriate. Completes all required patient demographic information and applicable documentation including but not limited to AOB, ROI and HIPAA.
2. Maintains patient demographic and imaging information included but not limited to insurance information and authorization documentation signatures that enable Sandia Health Center to bill health care services provided by the clinic from all alternate resources including non-beneficiary services and assists patients in completing new or updated forms as appropriate.
3. Schedules all appointments for all general, dental and specialty clinics provided at the Sandia Health Center. Appointments are entered into the Patient Registration (BPRM) system. Notifies patients of follow up care as requested by the provider, including cancelled or rescheduled clinics.
4. Checks in and out all patients for every visit, schedules follow up appointments when appropriate at time of check out.
5. Prior to making outbound appointment reminder calls at least 24 hours before appointment, verifies that medical coverage is in effect and all required authorization documentation is within a valid time frame.
6. Directs patients to Preferred Referred Care Case Manager for questions about referrals for services not available through the Pueblo of Sandia Health Center.
7. Scan all in-house medical records into Vista Imaging.
8. Maintains the privacy and confidentiality of patient information in accordance to the Privacy Act, Health Insurance Portability and Accountability Act (HIPAA), and the Electronic Health Record (EHR) system policies and procedures.
9. Punctual and regular attendance is an essential responsibility for all team members and are expected to report to work based upon the assigned schedule each day in accordance with the Attendance Policy for Pueblo of Sandia.

Additional Responsibilities

1. Demonstrates strong interpersonal skills in building a cohesive working relationship with co-workers and internal/external contact.
2. Performs other miscellaneous job-related duties as assigned.

Key Performance Indicators

This position has Key Performance Indicators (KPI’s) identified as a measurement of success. KPI’s will be shared with all team members who work in this job title and feedback will be provided regarding the successful completion of the KPI’s as part of the performance review process

Knowledge, Skills, and Abilities

1. Knowledge of the Privacy Act of 1974, HIPAA and Freedom of Information Act in regard to the patient’s right to confidentiality, and procedure for obtaining authorization for release of information from patient’s medical records.

2. Knowledge of processes for providing customer and personal services.

3. Knowledge of administrative and clerical procedures and systems.

4. Knowledge of eligibility requirements of IHS programs.

5. Knowledge of approved IHS document requirements needed for services.

6. Knowledge of current state laws concerning vital statistics records and birth/death certificates accuracy.

7. Ability to answer intelligently, tactfully and accurately those questions raised by patients.

8. Knowledge of interview techniques to be able to refer inquiries to the appropriate personnel.

9. Knowledge of medical terminology, medical abbreviations, pharmaceutical terms, hospital terms and medical abstracts.

10. Ability to communicate both verbally and in writing.

11. Ability to listen and assess patients’ needs.

12. Ability to retrieve patient record information and data.

13. Ability to operate general computerized office machines and equipment.

14. Ability to deal effectively with the public and support staff.

15. Ability to use Windows based software in word processing and spreadsheets.

16. Knowledge of standard office procedures and filing systems.

17. Ability to work independently and efficiently.

18. Knowledge and compliance of privacy/confidentiality requirements.

19. Must be versatile and able to adapt to changing work assignments.

Education and Experience

Required:

1. High School Diploma, GED certification or equivalent
2. Two (2) years’ experience in general office and/or records management in a dental office.

Preferred:

1. Academic work

Note: Relevant work experience or education may be substituted to satisfy education and/or work experience.

License/Certifications/Registrations

1. Must possess and maintain a valid, unrestricted New Mexico Driver’s License.
2. Must be able to successfully pass a stringent background investigation and character investigation in compliance with PL 101.630.
3. Will require a pre-employment and random drug screening.

Physical Requirements/Working Conditions

The following selected physical activities are required to perform the essential functions of this position

Physical Requirement

Description

Balancing

Maintaining body equilibrium to prevent falling and walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. This factor is important if the amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.

Crouching

Bending the body downward and forward by bending leg and spine.

Feeling

Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.

Finger Dexterity

Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.

Grasping

Applying pressure to an object with the fingers and palm.

Hearing

Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

Kneeling

Bending legs at knee to come to a rest on knee or knees.

Lifting

Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. (Up to 10 lbs.)

Pulling

Using upper extremities to exert force to draw, haul, or tug objects in a sustained motion. (Up to 10 lbs.)

Pushing

Using upper extremities to press against something with steady force to thrust forward, downward, or outward. (Up to 10 lbs.)

Reaching

Extending hand(s) and arm(s) in any direction.

Seeing

The ability to perceive the nature of objects by the eye.

Walking

Job requirements include, in the performance of duties, walking throughout the work area, on various work surfaces throughout internal or external locations.

Sitting

Particularly for sustained periods of time.

Standing

Particularly for sustained periods of time.

Stooping

Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

Talking

Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

List Working Conditions Required:

1. Work is performed indoors.

2. May work extended hours and evening or weekend hours at times.

3. Subject to hazardous materials which may cause bodily harm: smoke, common colds, influenza, dust, odors and elevated noise levels.

4. Tasks may be performed on uneven, inclined, challenging, soft carpeted floors, cement structures, and surfaces.