Office Coordinator (Healthcare)- Arlington (Rosslyn), Va

Overview
Greater Purpose and Core Values:
Athletico’s Greater Purpose is to empower people, inspire hope and transform lives. We accomplish this by providing exceptional, progressive, and cost-effective fitness, performance and rehabilitative services through personalized care that emphasizes education and prevention of future injury. This is accomplished through building on our Core Values of one team, understanding our business, recognition, people-focused, accountability, continuous innovation and trust and integrity, which are the foundation for our unique culture.
Job Summary
The Patient Care Coordinator (PCC) is responsible for managing (daily, weekly, and monthly) operations as outlined in the Front Office Manual, adhering to policies and procedures, scheduling, accurately entering patient demographics, verifying insurance, collecting monies, charging entry, and properly documenting accounts. The PCC is flexible, adaptable to change, and learns new skills. The PCC possesses excellent customer service skills and acts as a liaison to the Clinic Director, Front Office Manager, and Director of Front Office Operations.
Benefits Offered With This Full-time Position

• Well-being programs (EAP and Headspace app) and more
• Paid parental leave
• 15 days PTO (accruing starts immediately upon hire)
• 6 Major Holidays off plus 2 floating holidays yearly
• Pet insurance
• Student Loan Resources
• Pre-Tax & Roth 401K (for 21+) with quarterly company match
• Fertility Benefits
• Medical, dental and vision (eligibility begins day one of employment)
• Physical Therapy Benefits

Responsibilities
Essential Functions:

• Audits each visit to ensure there are valid prescriptions/proper authorizations/referrals/pre-certifications and collects monies due each visit
• Excels in the area of customer service
• Follows up and reviews daily reports and proactively communicates the need for a prescription/authorization/referral/pre-certification to ensure there are no delays with patient care
• Ensures that all “Plan of Cares” for Medicare are signed and returned by the physician within 30 days of the patient’s initial evaluation
• Answers all inbound calls within the third ring using Pivot’s greeting, transferring and taking messages as needed
• Attempts to maintain the continuity of care when scheduling patient appointments
• Effectively manages time in regards to hours worked/breaks and documents this information in the appropriate software daily
• Accurately enters patient demographics, insurance, and case information
• Travels to an off-site location/corporate location for training or other Pivot locations in the event of necessity
• Forwards all medical record requests, subpoenas, checks, and any other documentation received to the billing office
• Fills out patient forms where applicable and explains the details surrounding the paperwork presented to the patient
• Adheres to Pivot’s policies, procedures, and core values
• Utilizes the Front Office Manager or Clinic Director as a resource for questions and problem solves challenging situations
• Submits expense reports in a timely manner as directed by management
• Accurately enters charges as needed, reviewing charges/encounters and completing coding edit checks
• Ensures that all visits performed are properly authorized and makes efforts to minimize the occurrence of any unauthorized visits
• Utilizes websites only in instances in which the websites are relevant and approved by Pivot Physical Therapy. (e.g., insurance websites for authorization, National Provider Identifier (NPI) websites, etc.)
• Routinely completes all the HIPAA privacy and security training as required by the Pivot management team. Staff must adhere to these privacy policies
• Maintains and performs a warm, friendly, and welcoming relationship with all patients, Pivot staff, medical and non-medical professionals, and vendors and visitors
• Participates in regular meetings and any other training as requested by management
• Stays prepared for frequent audits, which are conducted by management, to ensure all policies are being adhered to and the clinic is in operating order
• Has a clear understanding of front office operations and performs these operations as presented in the PCC manual, Scheduling/Billing/EMR manual, or any other manuals developed or deployed by the management team
• Scans all patient documents within 24 hours of receipt, using the appropriate naming convention of each document and scans the document to the appropriate case
• Reconciles all over-the-counter collections daily and drop off deposit cash/checks at the designated bank within an appropriate time frame
• Collects all monies that are due prior to each visit including, but not limited to, copayments, deductibles, coinsurance, payments on statements, supplies, gym memberships, self pays, and attorney checks. Documents all monies in the system appropriately and provides system receipt
• Understands the importance of productivity in regards to scheduling and recapturing appointments and missing-in-action patients. Proactively rescheduling appointments in the current week as well as the duration of the prescription
• Accurately verifies benefits via phone, asking detailed questions outside of what is provided, and sets up accounts accurately
• Completes daily, weekly, and monthly operations and reconciliations and ensures accuracy prior to sending to the Front Office Manager
• Takes inventory regarding supplies and communicates this to the Clinic Director and Front Office Manager
• Responsible for all components of scheduling appointments and properly documenting accounts as needed
• Maintains a neat and organized workspace and ensures cleanliness within the office
• Efficiently/Accurately uses any technology/software used in the office to complete the job or as required by management

Additional Responsibilities

• Maintains overall cleanliness of clinic (vacuum, wash dishes, water plants, etc.)
• Runs errands outside the clinic as requested by management
• Sets up clinic food deliveries
• Provides front office and technician services (cleaning therapy beds, laundry, organizing supplies and closets, and ensuring safety of the clinic and machinery)
• Performs other duties as assigned by management

Qualifications
Required Education, Skills, and Abilities:

• Friendly and a positive attitude is a must
• High school degree or equivalent
• Active listening skills and ability to adapt to change
• A team player and effective at building/fostering teamwork as well as maintaining composure when dealing with conflict
• Ability to interact with patients, clinical, and administrative staff in a pleasant, courteous, and respectful manner
• Action-oriented and approachable
• Related experience in a clinical setting (e.g., physician, dental, chiropractic, or physical therapy)
• Excellent documentation skills
• Ability to troubleshoot when necessary
• Excellent customer service/interpersonal/communication skills and proper phone etiquette
• Effective time/priority management skills
• Proficient in utilizing Microsoft Office, Word, Excel, and all other technical or software systems
• Ability to manage self and organize multiple priorities
• Understanding of medical billing practices and medical terminology (HCFA 1500, CPT and ICD 9 codes)
• Strong sense of decision making and judgment

Athletico provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.