Clinic Office Operations Coordinator - Northern Virginia - Hamaker Court

Kids Are Our Everything.

Department

Pay Range

About the Role:

The Clinical Office Operations Coordinator will be responsible to coordinate clinic operations to include scheduling, staffing, clinic flow and charge capture. Supervise, train, mentor, and develop COR staff or work completely independently within a small clinic setting. Emphasis is placed on customer service, patient satisfaction, staff development, quality assurance and fiscal goals.

What You'll Bring:

Minimum Education
Associate's Degree (Preferred)

Minimum Work Experience
4 years 4-5 years of retail or other customer service industry experience or educational equivalent required. Experience in leadership, mentorship, training, patient billing, patient registration, scheduling, medical insurance verification, insurance screening preferred (Required)

Required Skills/Knowledge
Advanced customer service and communication skills
Knowledge of computers necessary with ability to type minimum of 35 words/minute; experience with Microsoft Office (Word, Excel, PowerPoint) required
Ability to multi-task and prioritize
Exhibit critical thinking skills in high stress environments
Attention to detail
Contributes to a positive team environment
Independently problem solve and escalates appropriately
Knowledge of medical terminology and CPT/ICD coding required.
Demonstrated mentoring/ coaching skills
Demonstrated skills in analyzing, assessing, and interpreting data
Ability to recognize process improvement opportunities & execute
Must complete Ambulatory Services training curriculum and pass all competency assessments
Must demonstrate comprehensive understanding of clinic operations by end of probationary period to be evaluated by a combination of mock clinic score, registration quality scores, TOS collection activity, compliance with consents, customer service delivery, and time & attendance patterns

Functional Accountabilities

Staff Development

• Supervise, train, mentor and develop staff; provide direct feedback and counseling to staff about their performance.
• Conduct performance evaluations and manage performance goals.
• Establish work schedule for the staff.
• Conduct departmental staff meetings.

Clinic Operations

• Ensure telephones are answered and voice mails are managed appropriately.

• Ensure schedules are filled with appropriate patient visits; make/ensure appointment reminder calls are completed; schedule follow up visits at check out; manage the appointment request work lists.
• Manage physician templates
• Identify appropriate lab per insurance specifications; obtain/ensure referrals are on file in advance of visit; obtain authorizations (as needed); identify TOS, co-insurance and past balances; ensure that patients are financially cleared prior to date of service.
• Order supplies; maintain office files.

Billing

• Ensure that scheduled patients are populating in revenue system appropriately.
• Reconcile the professional and technical charges in revenue system by COB each day.
• Follow up with providers/techs/nurses for any missing charges and escalates non-compliance appropriately as needed
• Review and update Charge Entry database.
• Supervise to ensure that appropriate cash controls are in place and adhered to; reconcile daily collections and prepare the deposit

Quality Control

• Ensure that scheduled patients are populating in revenue system appropriately
• Reconcile the professional and technical charges in revenue system by COB each day.
• Follow up with providers/techs/nurses for any missing charges and escalates non-compliance appropriately as needed
• Review and update Charge Entry database.
• Supervise to ensure that appropriate cash controls are in place and adhered to; reconcile daily collections and prepare the deposit.

Quality Control

• Run and analyze standard reports and ensure errors are corrected.
• Monitor and supervise quality control of registration process.
• Maintain and monitor billing system and review monthly reports
• Review denial information and train staff according to findings.
• Able to use reports from systems to identify and resolve problems.
• Proficiency with various systems used in ambulatory services; STAR, PPM, SCI, Medaptus, Passport, and Cerner.
• Work with manager around performance improvement action planning (Lean).

Benefits That Support You:

• Comprehensive health coverage, including medical, prescription, infertility, and transgender health services.
• Generous paid time off, including vacation accrual from day one, sick leave, holidays, and a personal day.
• Financial wellness support, including a 401(k) plan and healthcare and dependent care spending accounts.
• Employer-paid life, AD&D, and long-term disability coverage, with optional supplemental plans.
• Additional perks, including tuition assistance, fitness resources, employee assistance, commuter benefits, and more.

Why Join Us:

• Nationally Recognized Excellence - Consistently ranked among the Top 10 Children's Hospitals in the nation by U.S. News & World Report.
• Leading Pediatric Care - One of the largest and most comprehensive children's hospitals in the country, offering nationally ranked specialties and cutting-edge treatments.
• Innovation & Research - A premier academic medical center with a strong commitment to pediatric research, education, and advancing the future of child health.

The disclosed salary range includes the minimum and maximum rates within which Children's National believes an individual's base pay rate will fall for this position. It is not typical for an individual to be hired at or near the maximum of the pay range. The exact pay rate for this position will be based on a variety of factors in alignment with the Children's National compensation philosophy. These factors are legitimate and non-discriminatory including, but not limited to, the current market conditions; organizational needs; the individual's combination of prior work experience, level of education, knowledge, skills, and other qualifications. Children's National is committed to providing a fair and competitive total rewards package to each of our employees. This base salary range does not include our comprehensive benefits package or any additional compensation for which this position may be eligible.

Childrens National Hospital is an equal opportunity employer that evaluates qualified applicants without regard to race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender, identity, or other characteristics protected by law. The "Know Your Rights" poster is available here: and the pay transparency policy is available here:Know Your RightsPay Transparency Nondiscrimination Poster.

Please note that it is the policy of Children's National Hospital to ensure a "drug-free" work environment: a workplace free from the illegal use, possession or distribution of controlled substances (as defined in the Controlled Substances Act), or the misuse of legal substances, by all staff (management, employees and contractors). Though recreational and medical marijuana are now legal in the District of Columbia, Children's National and its affiliates maintain the right, in accordance with our policy, to enforce a drug-free workplace, including prohibiting recreational or prescribed marijuana.