JE Appointment Coordinator

Employee Status: Nonexempt

Job Summary:

The Appointment Coordinator represents the practice in all facets of patient services which may include but is not limited to; greeting patients answering the telephone scheduling appointments maintaining patient records and coordinating patient flow.

Essential Duties

• Greets visitors and patients entering the practice and alerts appropriate staff of patient arrivals.
• Answers telephone routes calls provides information and takes messages in accordance with practice procedures.
• Schedules and adjusts patient appointments to maximize the patient care and reach practice profit target. Manages the daily weekly and monthly calendar to meet the practice production and collection goals.
• Establishes maintains and keeps patient files and records up to date (i.e. address phone number insurance information etc.).
• Communicates with patients regarding financial options. Reconciles financial records by receiving and recording patient payments.
• Prepares correspondence memos condolence letters and other documents as requested by doctor.
• Uses computer fax or courier service to transmit information or documents when requested.
• Keeps the front desk and reception areas clean. Organizes magazines to keep current and neat. Waters the plants.
• Performs necessary duties associated with checking patients in and out. Record treatment information in the patients chart. Enter type of treatment planned for the next appointment and the amount of chair time doctor time and assistant time needed.
• Produces the doctors call list and provides to the doctor each day as necessary.
• Calls patients the day before to remind them of a scheduled appointment time or monitors the automatic communication system and maintains accuracy.
• Adheres to all safety and health regulations.
• Monitors the schedule regularly adjusts the schedule as necessary and reschedules patients as needed.
• During morning huddles reports on production results addresses problems that occurred and evaluates patient flow from the previous day. Updates staff on the status of the current days production goals and identifies scheduling gaps.
• Keeps staff and doctor informed of scheduling problems issues or concerns
• Organizes daily charts and provides to clinical staff for review.
• Registers new patients provides necessary paperwork (welcome letter HIPAA documents) and insures all required documents are completed by the patient.

Knowledge/Skills/Abilities

• Knowledge of appointment coordinator procedures.
• Knowledge of English composition grammar spelling and punctuation.
• Skilled in the use of standard office equipment including: telephones calculators copiers fax computers and computer software (MS Excel Word Practice Management software).
• Ability to maintain composure and professionalism when exposed to stressful situations.
• Ability to engender trust from the doctors coworkers and patients.
• Maintain confidence with the patient regarding abilities of doctor(s) and staff.
• Ability to work cooperatively with management staff and patients.
• Ability to prioritize organize and complete tasks in a timely and independent manner.
• Ability to accept constructive criticism.
• Ability to understand and follow written and verbal instructions.
• Ability to collect data establish facts draw valid conclusions and maintain confidentiality.
• Ability to communicate and express thoughts and ideas competently.
• Ability to quickly grasp relevant concepts regarding duties and responsibilities.
• Ability to greet visitors professionally and courteously.

Education / Experience:

• High school diploma or equivalent

Physical and Environmental Requirements

• May be required to lift up to 50 lbs.
• Active movement throughout the day: sitting walking standing squatting bending stooping reaching etc. (not a sedentary position).
• Vision: close vision depth perception and ability to adjust focus.
• Hearing: able to satisfactorily communicate with patients doctor and other staff members to ensure that verbal communication is clearly understood or a satisfactorilyequivalent method of communication.
• Finger dexterity is needed to access enter and retrieve data using a computer keyboard or operate equipment.
• May be required to administer first aid or CPR.
• Occasional exposure to toxic or caustic chemicals and radiation.
• Exposure to moderate noise levels.
• Exposure to hectic fastpaced high anxiety environments.

ONEPOWER Consulting LLC is an Atlantabased executive search firm. Our consultation services are informed by years of accumulated recruiting experience and knowledge across a variety of fields and industries. Our expertise is in working with professionals of a niche field or with specialized experience as well as those who are JapaneseEnglish bilingual. While our current client base consists mostly of foreigninvested manufacturing companies ONEPOWER is working hard to expand and diversify its existing network. With our head office in Duluth Georgia ONEPOWER strives to introduce the best talent to excellent companies nationwide.