Office Coordinator (Scheduling)-Full Time Days/Evenings

Job Summary:

This position is accountable to obtain and verify all patient insurance and pre-authorization information, perform scheduling functions, and collect self-pay, co-pay, and patient deductibles. The incumbent in this position is accountable to perform a variety of clerical, reception, and other support functions that will ensure timely and effective day-to-day operations and communications throughout the Medical Imaging of Frederickburg (MIF) locations. This includes, but is not limited to, answering telephones, greeting patients, entering outpatient imaging orders, maintaining records, and monitoring flow.

• Communicates with insurance companies to determine appropriate benefits, required co-pays, documents pre-authorizations, and prorates bills with management approval, to accurately secure proper reimbursement from insurance companies and patients.
• Distributes final reports of all procedures to the ordering doctors as appropriate.
• Obtains authorization information from insurances via their website as applicable.
• Provides assistance in other areas of the MIF departments as needed.
• Maintain adequate inventory of supplies and materials and keep patient records in an organized fashion.
• Enters all necessary pre-authorization documentation into Radiology Management Systems (RMS) via the revised schedule information screen to ensure correct transfer of information for billing, and efficient follow-up with patients/guarantors and third-party payers.
• Maintains documentation necessary for compliance with state, federal and other regulatory agency requirements. Collects insurance cards and valid ID card.
• Answers telephones courteously, professionally, and promptly. Screens and transfers telephone calls or takes messages as appropriate.
• Prepare and maintain CD and film requests and fax-and-confirm requests by obtaining appropriate HIPAA guidelines and departmental processes.
• Serves as a liaison to the patient/guarantor, insurance company, and physician office to ensure all necessary approvals for services rendered and received are documented appropriately.
• Reviews pre-authorization denial reports provided by the billing company to ensure accuracy of the pre-authorization process.
• Monitors appropriate reports. Maintains knowledge of CPT and ICD-10 codes, ensuring orders are entered accurately and efficiently.
• Schedules tests as ordered by a physician or their through appropriate scheduling software.
• Performs other duties as assigned.
• Provides patients and/or physicians’ offices instructions for proper pre-procedure preparation.
• Monitors scheduling work-lists to ensure timely scheduling and insurance verification.
• Reconciles daily charges. Ensures correct CPT, ICD-10, referring physician, and correct charging information.
• Maintains an organized and efficient work area. Monitors patient schedules, workflow, and activities of all imaging sub-sections to assure a smooth and coordinated traffic flow. Ensures patients, family members, and Associates are kept informed of activities and delays. Provides ongoing follow-up regarding delays for affected patients.
• Assists in the handling of various patient financial matters.
• Greets all customers in a courteous and professional manner. Addresses customers’ needs efficiently, effectively, and confidentially. Provides excellent customer service and supports the facility annual customer service goals.
• Performs closing procedures to include tallying daily charges and procedures vs. Epic daily patient log report, reconciles credit card transactions; submits total charges and balances, and collected co-pays and outpatient fees.

• Two (2) years related experience in a call center, patient registration, patient accounts, or patient billing preferred.
• Basic computer skills. Strong verbal and written communications skills required.
• Experience in third party insurance and insurance terminology, CPT, and ICD-9 codes preferred
• High school diploma or equivalent.