Medical Office Coordinator

This individual manages and coordinates the operation of multiple clinic locations for the SIU Center for Maternal-Fetal Medicine (MFM/Clinical Affairs) and assists in the planning, directing, and supervising Maternal Fetal Medicine reception/call center staff.

I. Administrative Duties 30%
1. Reviews and completes interviews of candidates for new hires to reception area. Makes recommendation to the Administrator on appropriate candidates for the position.
2. Supervises and manages the activities of the Medical Office series staff assigned to them.
3. Participates in development of job descriptions, procedures and policies for clinic operations and making recommendations for changes to the Administrator .
4. Develops and conducts training for new personnel and provides continuation training for the existing staff.
s. Reviews performance of the medical office support staff using this information to identify coaching opportunities prior to probationary or annual evaluations and throughout the year. Recommends disciplinary action to the Administrator for assigned staff. Carries out disciplinary action as appropriate.
6. Approves sick/vacation time for assigned staff as appropriate.
7. Develops and maintains clinics' reference materials for all staff.
8. Participation in all department staff meetings. Represents department on related SIU Medicine committees as requested by Administrator.
9. Prepares front-line staff schedules. Supports medical office series with weekly and daily work schedules.

II. Management Duties & Responsibilities 70%

A. Manages all aspects of clinical reception including duty assignment , identifying priorities, and review of work performance.
B. These duties include:
a. Create, input and maintain Athena IDX templates for Maternal-Fetal Medicine and the Central Sonography Unit. Blocks templates, and freeze schedules on an as needed basis.
b. Enter appointments and schedule in Athena IDX for Maternal Fetal Medicine providers. Monitor providers' schedules for any scheduling conflicts.
c. Review each patient's demographic and insurance information making applicable changes as necessary in Athena IDX.
d. Responsible for clinic cash management for clinic location. Ensure all batches are closed at the end of every day. Prepares deposit monies, daily receipt log, and cash reconciliation sheet at end of each day
e. Responsible for coordinating interpreters for special needs patients. Log on Interpreter Flowsheet & coordinate time sheets for interpreters.
f. Prep all Outreach Clinics prior to clinic. In addition, arrive and scan all documentation once clinic is over and documents returned. No Show appointments and follow unattended work flow.
g. Answers patient phone calls. Schedules appointments accordingly and documents in the electronic health record when applicable
h. Ensures the registration process for patients occur in accordance with established policies and procedures for organization and department.
i. Discusses with patient any issues related to charges for outpatient visits.
j. Creates, maintains and interprets a departmental and organizational manual of policies and procedures as related to front line office duties. Incorporates SIU School of Medicine regulations and policies influencing front office operations. Provides advice regarding operational and procedural changes.
k. Ensures the efficient and timely performance of reception staff. Assigns, directs and evaluates the work of staff directly and/or through the Medical Office series personnel.
I. Coordinates reception personnel break, lunch hours and work schedules to ensure proper coverage. Works various hours based on operational and coverage needs.
m. Monitors quality of work and services such as collection of co pays and fees related to all patient encounters, working closely with the billing and coding staff.
n. Coordinates and manages patient activity flow in location, monitoring efficiency and effectiveness of appointment processing. Provides support to patients, physicians and staff to ensure quality patient processing and care.
o. Handles complaints and provides feedback to staff to ensure excellent customer service.
p. Maintains automated appointment scheduling system, implementing procedures and maintaining physician's profiles in the automated appointment system. Updates/changes templates, used for patient scheduling, as needed or required with new physicians and/or locations.
q. Maintains clinic reception area ensuring patient comfort in a professional environment.
r. Ensures the Follow My Health registration process for patients occur in accordance with established policies and procedures for organization and department.
s. May perform duties at lower levels of classification as required .
t. Assist with maintaining supplies in the reception area.
u. Responsible for creating warning letters and terminating patients.
v. Assists in clinical research as requested.
w. Represents the department by attending meetings as assigned by the Administrator.
x. Other duties and responsibilities as assigned.

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.

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.

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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.