Office Coordinator - Cardiac Cath Lab (Administrative)

Job Summary

• The Office Coordinator for the Cardiac Cath Lab will perform various administrative duties for the Cardiac Cath Lab management team and the respective departments. Works independently to plan, organize, and prioritize multiple assignments and tasks. Applies good interpersonal and communication process utilizing verbal and non-verbal skills to achieve organizational service goals of customer satisfaction and a positive work environment.
• Responsible for performing scheduling functions in the Meditech Central-wide scheduling system.  The Cardiac Cath Lab/ Interventional Radiology Services Scheduler is responsible for a variety of tasks that lead to a high level of customer satisfaction in the most cost-effective manner with respect and dignity.  Under the supervision of the Director of Critical Care Services, the Cardiac Cath Lab/ Interventional Radiology Services Scheduler must demonstrate technical competence, communication skills and sensitivity.  Must be able to maintain strict confidentiality at all times.  Must be able to fulfill the essential functions of the position and follow Valley Presbyterian Hospital policy and standards of patient care. Receives general instructions on all assignments and in accordance with the standards, policies, and practices of Valley Presbyterian Hospital.  These services further the mission of Valley Presbyterian Hospital, which is to provide high quality, cost effective healthcare for the people in the communities we serve.   Strong customer service, communication, problem solving and organizational skills; team player, reliability, ability to work under pressure; knowledge of medical terminology is required. 

Experience/Qualifications

• Excellent oral and written communication skills
• Excellent computer skills
• Prefer a minimum of one-year recent secretarial experience in a hospital setting.
• Previous surgical/procedural scheduling experience preferred 

Education

• High School graduate or equivalent 

Licensure/Certification

• Must successfully complete and maintain LA City Fire Card certification at the time of hire or within the first 30 days of employment 

Must Haves

• All required licensures, certifications, mandatory education; along with annual occupational health screenings must be completed prior to the expiration date or by the end of the month in which they are due.    Reference the Educational Requirements: Must Haves, Mandatory and Unit Based policy (in electronic policy management system) for the specific requirements for this position. 

Duties and Responsibilities

• Responsible for performing scheduling functions in the Meditech Central-wide scheduling system.
• Maintains the Cath Lab and Interventional Radiology schedules, collaborating closely with the Cath Lab manager, Clinical Supervisor and the Radiology and Anesthesia departments.
• Notifies essential parties to changes within the day's schedule.
• Processes scheduling information from physicians and physician office staff to schedule procedures in a timely manner
• Functions as a liaison between physician offices, Admitting and ancillary services.
• Crosscheck paperwork for quality of reservation request, quality of data, appropriate physician order.
• Responsible to check phones messages, and return phone calls within a timely manner
• Obtains financial and demographic data necessary to ensure a smooth pre-admission process.
• Requests all necessary insurance information including insurance cards copies
• Assists director with overall secretarial support for their areas of responsibility. Follows established standards of communication using appropriate resources and relaying accurate messages as needed.
• Maintain department policies and procedures and ensure current versions are kept in department folders.
• Attends meetings as needed and prepares minutes and presentations.
• Review time-cards and follow up with employees if Timecard Correction forms are needed for any missing transactions in order to ensure accuracy. Ensure Timecard Corrections forms are approved by Department Manager/Director before making edits.
• Reviews weekly staffing projections and maintains schedules and staffing changes in order to adequately plan.
• Monitor monthly compliance of staff certifications, licensure and annual required health screening.
• Diplomacy, tact and proper customer service attitude.
• Good oral and written communication skills and knowledge of regulatory requirements.
• Experience in Medical Billing/Charging & financial chart auditing preferred
• Accurately relay information to co-workers, supervisors and all department customers in an understandable and concise manner.
• Input Cath Lab charges after review
• Goal for charge entry is no greater than 72 hrs from date of procedure and develop processes to ensure this goal is met.
• Brings identified concerns to the attention of the Cardiac Cath Director and/or Department Manager for education to medical staff committees and department managers for resolution.
• Develops reports, collects and prepare data for studies involving outpatient encounter data for clinical evaluation purposes and/or financial impact
• Delegates appropriately & follows up on assigned tasks
• Works closely with Business Office, Coding & Health Information Management (HIM) departments coordinating process improvements
• Reconciles patient accounts with Business Office, Coding & Auditor.
• Ability to set priorities of work for self and team to ensure minimal backlog.
• Identifies and reports issues that hinder departmental productivities as well as development of ideas to ensure smooth operations with minimal interruptions.
• Compile data for Cath Lab statistics on a daily basis.
• Follow all guidelines, goals, mission and customer service initiatives set forth by the organization
• Knowledge of anatomy and medical terminology preferred
• Must be self-motivated, able to work with limited direction, and able to work under pressure to meet deadlines.
• Other duties as assigned. 

Salary Range: $24.00 - $30.14 per hour

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