Summary of Position

The Site Coordinator is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Supports mission and goal achievement, organizational quality and patient-centered care. Incorporate core organizational values of quality, respect, integrity, partnership and compassion in all activities and decisions. Plan, develop, organize, evaluate, and direct front office clinic site activities under the direction of the Operations Manager.

The Site Coordinator will lead efforts to improve clinic operations at he/she assigned site under the direction provided by the Operations Manager in a way that contributes to an enhanced experience for staff and patients. S/He will provide supervision to the front office staff. S/he leads the front office team at the designated site to deliver excellent customer service while confirming staff collects complete income, demographic and insurance information for patients served. S/He ensures Patient Representative staff validate and input data accurately into computer system. The Site Coordinator also facilitates accurate insurance verification, closing procedure, and communication with clinical staff. He/she is also responsible for daily opening and closing of clinics and/or directs accordingly.

The Site Coordinator is responsible for working collectively with the Behavioral Health Coordinator and Dental Coordinator to manage daily operations and productivity for all services lines offered by CRCHC including medical, behavioral health, dental and special population clinics.

The Site Coordinator is responsible for works directly with the billing department to implement best practices for billing and coding workflow. In addition, responsible for carrying out all fiscal responsibilities related to front office operations as assigned by the Operations Manager/Finance department.

The Site Coordinator is responsible for coordinating with the Outreach team to ensure outreach activities are fully carried out and shared and/or promoted to our patients and community.

Minimum Qualifications

• 
  Education/Experience: Bachelor’s degree (B.A.) from four-year college or university; or one to two years’ related experience and/or training; or equivalent combination of education and experience.

• Community Health Center Background. 3-5 years of medical office experience.

• Additional skills required: Knowledge of medical terminology. Familiar with basic computer operations. Good verbal and written communication skills in English and the specified language(s). Current State Driver’s License & Auto Insurance. Knowledge of Medicare, NC Medicaid, Commercial, and Sliding Fee payment methods.

• Additional skills preferred: Strong customer service skills.

Physical Requirements:

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job.

• Repetitive movement of hands and fingers – typing and/or writing.

• Talk and hear.

Key Responsibilities

1. Plan, organize, evaluate and direct activities of the Patient Representative (PR) staff.

2. Plan, orient and assign work to the PR staff that supports goals and objectives contained in the organization’s Health Services and Business Plans.

3. Maintain office services by organizing office operations and procedures; controlling correspondence; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

4. Ensure the smooth and timely flow of patients through scheduled clinics.

5. Be the operational point person onsite for facility management related issues.

6. Ensure PR staff comply with approved organizational policy and procedures.

7. Ensure front office fiscal procedures are implemented accurately.

8. Ensure mail is opened and distributed according to procedure.

9. Assist in all The Joint Commission, UDS, OSHA, CLIA, VFC, PCMH, State, Federal and other CHC standards clinics are required to adhere to.

10. Facilitate communication, problem solving and conflict resolution between all departments.

11. Develop and recommend changes in operational procedures that promotes quality patient-centered care, productivity and revenue enhancement, risk management, cost savings, employee engagement and satisfaction.

12. Provide back-up support for PR staff at times of unanticipated need, planned or unplanned employee absence.

13. Opens and closes facility a minimum of 30 minutes before/after normal business hours.

14. Counsels with patients who have delinquent accounts to develop a payment arrangement and follows up on all pay-off arrangements. Contacts patients with delinquent accounts by telephone or mail.

15. Responsible for ordering facility supplies and following organization procurement plan.

16. Assist in the recruitment, hiring, orientation, development and evaluation of PR staff and volunteers.

17. Assist in month and annual department close process responsibilities.

18. Participate in outreach and marketing efforts to further organization reach in community.

19. Performs daily bank deposit and complies with all CRCHC cash handling policies.

20. Performs all other duties as assigned by management

SUPERVISORY RESPONSIBILITIES:

• The position will be responsible for carrying out supervisory responsibilities in accordance with the organization's policies and procedures. Directly responsible for supervising assigned front office personnel including, but not limited to the following positions: Patient Representative staff throughout the CRCHC network.

CRCHC Core Requirements

1. Patient Centered Customer Service – Whether directly or indirectly, we work to support the delivery of an excellent patient experience to everyone served by the organization.

2. Caring and Compassion – We provide empathic comfort to those in distress and share kindness in all interpersonal interactions.

3. Respectful Communication – We communicate openly, honestly and without judgment while honoring each individual’s uniqueness and assuming the best of those with whom we interact.

4. Teamwork – We are members of a diverse interdisciplinary team working together to meet a common goal.

5. Accountability – We accept our individual and team responsibilities and we meet our commitments. We take responsibility for our performance and actions.

6. Customer Safety – We recognize and correct potential hazards to protect ourselves and our customers.

CRCHC provides comprehensive, high-quality primary health care to our patients regardless of ability to pay. As a Federally Qualified Health Center (FQHC), we provide health care to all members of our community, including low income, indigent, and uninsured patients who may not otherwise be able to afford health care via traditional sources. We screen potential employees to first ensure alignment with our core requirements followed by the requisite position skills set. In doing so we need staff committed to this mission who do their best to live and work the characteristics of our core values as we strive to care for ever increasing members of the communities we serve.