Medical Office Coordinator

POSITION DESCRIPTION:

The Medical Office Coordinator is to work with St. Bernardine Medical Center and Community Hospital. This role is a member of our administration team and works directly with the Regional Practice Administrator. The Medical Office Coordinator will partner with Somnias executive management team as well as local hospital leadership. Strong interpersonal organizational and time management skills are a must.

RESPONSIBILITIES:

• RCM ** work with the Regional Practice Administrator
  • Follow standard chart batching and scanning process according to Somnias billing partners policies and procedures.
  • Work with hospital Somnia and the RCM department to scan directly to pertinent imaging system.
  • Submit 100% of charts within 3 business days
  • Thoroughly scrub charts for all the pertinent pieces of information including but not limited to:
    • DOS
    • Provider(s) names / signatures
    • Start / End times
    • Accurate and complete procedure / specificity
    • Diagnosis / specificity / ICD-10 compliant
    • SCIP measures (temp beta blocker sterile technique etc even if just for internal audit)
    • Documentation of who completed any ancillary services (ie blocks lines etc)
    • Service Location (Hospital ASC)
      • Sub-Location (ie: OR1 OB Endo etc)
      • Ensure VP of Patient Revenue has complete lists of service locations and sub locations
    • Legibility
  • Maintain 100% accurate case log
    • Information entered in the Admin Database within 3 business days of DOS and updated daily
    • Reconciliation within 1 week of email notice when discrepancies with billing case log when identified
  • Assist in ensuring the enrollment of new clinicians with payers prior to start date including but not limited to:
    • Follow up to ensure paperwork is sent to new clinician
    • Fully completed paperwork is returned and received
    • Send out Start Date Notification email no later than 45 days prior to starting. If a quicker start is needed please notify Payer Enrollment and Clinician affairs as soon as possible
      • Send updated notification if start date changes
    • Do NOT schedule new clinician until payer enrollment documents are received by payers (point of contact to check status Lashawn McCullough)
  • Review billing IR log daily. Keep IR list to less than 7% of monthly case volume.
    • Address pending items within 48 business hours.
    • to determine a site-specific process for following up on self-pay accounts.
  • Billing coding /compliance
• Operations
  • Complete HIPAA Compliance Officer training
    • Implement new role after education received from Corporate Compliance Officer
    • Distribute annual and/or updated compliance and HIPAA materials to providers
      • Obtain and track acknowledgement forms
    • 100% adherence to the compliance program is expected. Rates are monitored and calculated by compliance and will be shared with sites monthly.
  • Maintain all required information on the Intranet
    • FTE model weekly
    • Clinician Contact list reviewed monthly for accuracy
    • Upload presentations education pieces staff meeting minutes
    • Other materials as they are developed
  • Maintain all work on network drive
    • Migrate any locally saved work to intranet or network folder
  • Sign in to Chart Tracker daily
  • Clinician Support Tasks
    • Implement TLO for time keeping system
    • Submit payroll data on Friday of payroll week ensuring 100% accuracy
    • Capture and report on actual hours worked
    • Include locum hours when reporting total work hours for account review
    • Fully integrate QGenda scheduling system
    • Ensure all clinicians utilize it to full functionality
    • Ensure QGenda data is updated if changes are made after publishing schedule (i.e.: swapping shifts vacation time unpaid days off sick calls etc.)
    • Create and follow standard process for when a clinician leaves your group
      • Collect keys badges etc.
      • Send e-mail to the last day notification group indicating the last day the clinician provided services.
      • Follow MSO guidelines for termination of privileges.
  • Credentialing and Enrollment Support
    • Be point person for collecting and distributing provider information for initial and re-credentialing process
    • Review lists of expiring or expired credentialing items obtain outstanding information and send them to Somnia credentialing and hospital medical staff office (when appropriate)
    • Support Joint Commission process and standards for all PD staff
  • Onboarding lead onboarding process for assigned clinicians
    • Utilize reference and refer people to on boarding spreadsheet for accurate and up to date clinician information
    • Send Start Date Notification email as described above
  • Somnia University
    • Complete modules as assigned
    • Participate in the development of content when requested
    • Monitor and follow up with clinicians to ensure they complete their assigned training
• Quality ** Work with the Associate Vice President Quality and Compliance
  • Hospital QA Department relationship: Provide support to ensure a positive and supportive working relationship with the hospital quality department to include periodic visits and emails to ensure that we are meeting the goals and expectations of the hospital.
    • Communicate any issues to Somnias Quality Department
  • Clinical Audits: Facilitate and support improvements in conducting periodic clinical practice audits and maintaining accurate records/reporting.
    • Clinically focused audits (6 per year)
    • Store audit results on server or intranet (if no PHI)
    • Facilitate evaluation and use of audit methods; ie: paper smartphone etc.
  • Formally Document on-going PI projects (not just on HAR spreadsheet)
  • Ensure TIMELY completion of F/OPPEs
    • Load on shared drive folder and provide copy to hospital MSO.
  • Ensure OB epidural tracking times are reported and either captured locally or sent to RCM
  • Patient Satisfaction: Facilitate and support improvements especially with OB patient satisfaction ie: patient education tablet e-survey roll-out etc.
    • Ensure competency with accessing and using the MTC web portal to access data update practice info produce reports etc.
  • Outcomes Forms ensure an Outcomes Form is completed in full for each case.
  • Incident Reporting: Facilitate and support improvements in reporting rates
    • Ensure an electronic incident report is completed for each adverse event at the end of the Outcomes Form for that case
    • Help identify reporting trends and address suspected under reporting
    • Facilitate timely chief reviews and processing within guidelines
  • QM database: Maintain complete accurate and timely database entries
    • Frequent database maintenance
    • Competent at pulling data and reports as needed for practice and Somnia
    • Be able to discuss trends in the types of incidents reported.
    • Facilitate entry of timely chief reviews in the database
  • Peri-op/OR data: If the site doesnt already have readily available and accurate Peri-op/OR data on the traditional KPI metrics facilitate and support a process to either implement a new electronic tracking process or one by hardcopy form
  • Support and facilitate the use of the data for F/OPPEs and Chief reviews.
  • Staff Awareness/Education: Support and facilitate the regular presentation and discussion of compliance and quality related data and issues during staff meetings etc.
    • Post compliance/quality related data and materials at appropriate locations to for staff reminders and awareness of goals and performance.
• Special Projects as assigned.

SKILLS/QUALIFICATIONS:

• Strong organization skills with a problem-solving attitude.
• Strong interpersonal & communication skills (both written and verbal).
• Proficiency: Microsoft Word (Intermediate/Advanced) Outlook (Intermediate) Zoom (Intermediate) Excel (Intermediate/Advanced) PowerPoint (Intermediate/Advanced).

EDUCATION/EXPERIENCE:

• Bachelors degree preferred or 2-5 years equivalent experience.
• Follow-up initiatives are crucial.
• Availability: Standard work schedule with night and/or weekend as needed.
• Must be able to travel reliably to and between St. Bernardine Medical Center and Community Hospital of San Bernardino.