Practice Coordinator

Job Title: Practice Coordinator
Location: Carrboro, NC
Duration: Minimum 03 Months (Possibility of extension)

Shift: 8 hours shift | 40 hours weekly
 
Duties:
As a Practice Coordinator, you have a wide range of responsibilities that ensure the smooth operation of the medical practice. Here's a breakdown of the roles and responsibilities you've listed:
 
Qualifications:

• Excellent communication and interpersonal skills
• Ability to work independently with little oversight
• Knowledge of computer systems and applications- Word, Excel, PowerPoint, Outlook, PM systems, electronic health records
• Excellent problem-solving skills
• Critical thinking skills
• Exceptional decision-making skills
• People management skills
• Education/ Experience:
• Associate’s degree with healthcare or business management preferred; or, and equivalent combination of education and experience.
• Supervisory experience a plus

 
Duties:
Managing staff schedules:

• Create and maintain schedules for all staff members, ensuring appropriate coverage at all times.
• Coordinate shift changes and time-off requests.
• Managing provider templates

Tracking attendance/PTO:

• Keep accurate records of employee attendance and time-off requests.
• Submitting payroll
• Ensure compliance with company policies regarding attendance and paid time off.

Submitted invoices:

• Review and process invoices from vendors and suppliers.
• Ensure timely payment of invoices to maintain good relationships with vendors.

Supply ordering/Tracking:

• Monitor inventory levels and order supplies as needed.
• Keep track of supply expenses and budget accordingly.

Handling upset patients:

• Address patient complaints and concerns in a professional and empathetic manner.
• Work to resolve issues to the satisfaction of the patient while adhering to practice policies.

People management:

• Supervise and provide leadership to staff members.
• Conduct performance evaluations and provide feedback.
• Address any disciplinary issues or conflicts among staff.
• Assures conformity by all employees and resources to the organization’s values, policies, procedures, business ethics, and practices.
• Hold regularly scheduled team huddles.

Vendor management:

• Coordinate repairs and maintenance with appropriate vendors.
• Ensure timely resolution of facility issues to maintain a safe and comfortable environment for patients and staff.
• Cover front desk role when out and some MA duties:
• Provide backup support for front desk staff during busy periods or staff absences.
• Perform basic medical assistant duties as needed, such as taking patient vitals or assisting with procedures.

Quality (May and may not be involved):

• If involved, participate in value-based care initiatives, which may include coordinating care plans, tracking outcomes, and reporting data to relevant parties.
• Ensures adherence to legal and regulatory requirements (OSHA, CLIA, HIPAA, and coding) as well as supporting various quality initiatives.

RCM (need to know the basics):

• Understand the basics of revenue cycle management, including billing processes, insurance claims, and revenue optimization strategies.
• EMR (support/case and follow-up):
• Provide support to staff members with electronic medical record (EMR) software, including troubleshooting issues and providing training as needed.
• Ensure accurate documentation and follow-up on patient cases within the EMR system.

Attend monthly metrics meetings (need to have a template for them to answer questions):

• Prepare relevant metrics and reports for monthly meetings.
• Develop a template to facilitate discussion and analysis of key performance indicators, such as patient satisfaction scores, appointment wait times, and revenue targets.
• By effectively managing these responsibilities, you will contribute to the efficient operation and success of the medical practice.