Working at Envision means having a job that’s more than just a way to make money. It's a job that makes a difference.We offer team members:
- Careers with purpose
- Teamwork environment
- Amazing 401K Retirement Plan
- Envision Paid Life Insurance
- Medical, Dental, Vision, FSA Plans
- 10 Paid Holidays
- PTO & Vacation
- Tuition Reimbursement
POSITION SUMMARY
The Clinic Office Coordinator is responsible for the clinic flow and the daily non-clinical operations of the Envision Vision Rehabilitation Clinic environment. The Clinic Office Coordinator works under the direction of the Director of Rehabilitation Services to coordinate patient flow within the clinic, supports billing, training, and engagement activities, and functions as a liaison for the clinic staff and the Director, while ensuring and maintaining compliance with QuadA, HIPAA, CMS, grant funding requirements, and other regulatory guidelines and regulations.
KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS INCLUDE
Clinic Front End
- Ensures efficient and effective daily clinic flow & non-clinical operations which includes but is not limited to taking patient phone calls & triaging needs, low vision product support, patient scheduling, checking patients in and out, verifying insurance, ensuring adequate and required patient documentation is in place prior to appointments, making reminder calls and sending reminders through the mail
- Ensures timely processing of patient referrals and authorizations, and appropriate tracking of said referrals
- Creates and updates patients’ electronic medical records to maintain accuracy and in accordance with HIPAA and other federal regulations
- Facilitates calls for medical information from doctors’ offices
- Promotes excellent customer service throughout clinic and all levels of staff while maintaining a professional workplace
- Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent reoccurrences
- Supports the Director by pulling necessary reports from various electronic systems to be utilized in business decisions, grant reporting, huddles, etc.
- Maintains grant trackers completely, ensuring information is updated timely and is accurate
- Understands and agrees to fulfill position-specific role and duties assigned within the clinic emergency management plan
Envision Everyday Store
- Assists patients and customers with questions related to store inventory
- Rings out sales
- Prepares supplies for future patient appointments
- Supports the Director with management of supplies (through ordering and receiving to submitting documentation to accounting), performing annual inventory, and pulling necessary reports from various electronic systems to be utilized in business decisions, grant reporting, huddles, etc.
Billing and Insurance
- Supports the Director to ensure appropriate revenue cycle management by performing tasks that may include entering charges into practice management software, taking and posting patient payments, performing Good Faith Estimate process
General Admin
- Maintains total complete confidentiality of medical, financial, and proprietary data and information
- Ensures organization of both hard copy files and electronic files for clinic materials such as policies, procedures, forms, licenses, etc.
- Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent reoccurrences
- Assists the Director in identifying, developing, implementing and maintaining clinic procedures, policies and process improvements
- Coordinates logistics for internal and external tours
- Attends team meetings and performs all team and organizational trainings in a timely manner
- Assists with special projects, as assigned
- Personifies and promotes Envision’s core values of integrity, curiosity, passion, initiative, teamwork, and excellence
- Supports the Director in employee development and engagement activities
- Finds ways to support the greater organization by volunteering for events, joining committees, etc.
- Perform other duties as assigned
JOB REQUIREMENTS INCLUDE
Education:
- Associates or Bachelors degree in Business Administration, Health Care Administration or related field preferred. Experience accepted in lieu of education.
Experience:
- Minimum of 3-5 years in medical office setting required; experience in an ophthalmology/optometrist’s office preferred; experience working with disability populations helpful.
- Experience with Electronic Medical Records (EMR) or optometric practice management system preferred; Knowledge of CompuLink Advantage a plus
- Experience with writing technical documents preferred (such as grants, procedures, etc.)
- Experience with insurance billing, invoices, and account balancing preferred
- Experience with process improvement/quality improvement activities preferred
- Experience with tracking data, utilizing excel to track information and create graphs and charts preferred
- Retail experience and or working with a point of sale system a plus
Knowledge/Skills:
- Must have the ability to multi-task and switch between tasks, then refocus on what you were working on quickly by continuously reprioritizing tasks in a fast-paced clinic environment, while being repeatedly interrupted by phone calls, patients, emails, team members, etc.
- Excellent organizational skills and attention to detail a must; position requires ability to organize a lot of information, and report on information with a high level of accuracy
- Position requires someone able to understand priorities, how to reprioritize when necessary, and work independently and without continuous monitoring
- Ability to communicate effectively and professionally with clinicians, patients, patient’s family members, clinic staff, administration, insurance payers, referring physician offices and the public
- Strong customer service skills and experience required
- Proficiency in Microsoft Suite (Word, Excel, Teams, SharePoint, PowerPoint, and Outlook) required
- Working knowledge of HIPAA confidentiality and privacy policies required
- Knowledge of maintaining supplies and equipment for the medical setting required
- Skilled in medical database and electronic medical records for Medicare reporting and third-party billing preferred
- Knowledge and experience with insurance and billing a plus
- Knowledge of regulations related to Medicare, Medicaid and private insurance a plus
- Bilingual English/Spanish preferred
Licenses/Certifications: NA
SUPERVISORY RESPONSIBILITIES
Total Number of Employees Directly Supervising: 0
Number of Subordinate Supervisors Reporting to Position: 0
VISION REQUIREMENTS INCLUDE (check one)
Can be performed with or without assistive technology:
X Required to perform activities such as: preparing/analyzing data/figures; viewing a computer screen; reading; inspecting small objects for defects; using measuring devices; and/or assembling parts with close eye contact.
___Required to perform activities such as: operating machinery and/or power tools at or within arm’s reach; performing non-repetitive tasks such as carpentry work or repairing machinery.
___ Required to review/inspect own assigned work, the work of others, or facilities or structures.
Requires normal (or corrected to normal) vision/acuity:
___ Required to operate motor vehicles and/or heavy equipment such as forklifts.
COMMENTS
Envision, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without illegal discrimination because of race, color, sex, age, gender identity, disability, religion, citizenship, national origin, ancestry, military status or veteran status, marital status, sexual orientation, domestic violence victim status, predisposing genetic characteristics and genetic information, and any other status protected by law.
Envision employs and advances in employment individuals with disabilities and veterans, and treats qualified individuals without discrimination on the basis of their physical or mental disability or veteran status.
Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
This position description is intended to convey generally the duties of this job. It is not an all-inclusive listing of duties, and it is not a contract, expressed or implied.
PHYSICAL REQUIREMENTS INCLUDE
In an average workday, employee must (check one frequency for each task):
Task
None
Occasional
Frequent
Constant
Stand
X
Walk
X
Sit
X
Bend/stoop
X
Climb
X
Reach above shoulders
X
Squat/crouch/kneel
X
Push/pull
X
Lift
X
Usual amount
X <10 lbs
11-25 lbs
26-50 lbs
51+ lbs
Carry
X
Usual amount
X <10 lbs
11-25 lbs
26-50 lbs
51+ lbs
Employee must use hands for repetitive action such as (please check all):
Task
Right
Hand
Left
Hand
Simple grasping
Yes
Yes
Firm grasping
No
No
Fine manipulation
Yes
Yes
WORKING CONDITIONS INCLUDE
In an average workday, employee is exposed to (check one frequency for each task):
Task
None
Occasional
Frequent
Constant
General shop or store conditions
X
General office environment
X
Humid, extreme hot/cold temps (non-weather)
X
Outdoor weather conditions
X
Fumes or airborne particles
X
Fluorescent lights
X
Moving, mechanical parts
X
Toxic chemicals
X
Loud noise intensity levels
X
Risk of electrical shock
X
Travel for job
X
