The front office coordinator is responsible for overseeing the day-to-day operations of the front office ensuring efficiency, productivity and an above-and-beyond client and rDVM experience. S/he will work collaboratively with other hospital coordinators and will play an integral role in the development of front office policies and procedures, and their implementation. S/he will be engaged in the interview process for all front office personnel and will be responsible for new-hire training and continual development of current team members. S/he will lead by an example of excellence, set high standards of performance and create a professional, pleasant, client-centered front office culture to reflect the sophisticated level of our hospital’s medicine. S/he will function as a hospital-wide liaison recognizing the front office as the hospital’s hub. This is a very hands-on position. Approximately 25 hours, or 85% of your time will be devoted to working side-by-side with others at the front desk overseeing their work, engaging with, and coaching them toward a gold standard level of service. Approximately 6 hours, or 15% of your time will be devoted to special projects, scheduling issues, personnel matters, etc. Responsibilities include but are not limited to: • Is proficient in all aspects of front office tasks, practice management software and its tools (census, message center, scanning, etc.) • Has a working understanding of specialty medicine, the disciplines of medicine offered at LVS, knows the specialists providing them, and understands the working relationship between the referring and receiving hospital • Knows, implements and ensures all hospital policies and protocols are followed • Works with department nurses to direct timely client/patient flow and is skilled at deflating client frustration through effective communication • Creates and manages front office schedule to ensure optimal hospital coverage • Provides or arranges for emergency front office schedule coverage • Involved in interviewing, hiring, training of front office personnel, including periodic reviews, disciplinary conversations, and explores methods/venues for the professional growth and advancement of current team members. • Consults with hospital manager regarding any front office personnel issue then mediates to resolution and follows up with proper documentation for personnel file • Works with others regarding front office policies and procedures and is responsible for maintaining a current, well organized and thorough front office manual • Maintains a clean, safe, well organized and professional work environment • Ensures all front office team members wear proper clean, fresh and wrinkle-free scrubs • Maintains front office supply inventory, reports malfunctioning equipment, ensures hard copies of forms are always updated and plentiful, • Oversees doctor schedules, receipt of rDVM records and patient chart prep and organizing before filing, ensures that appointment confirmations are done daily • Responsible for completing and submitting monthly rDVM after-hours report, daily cash drawer and reconciliation reports • Participates in various hospital meetings and keeps lines of communication open between management and all other hospital services • Responsible for creating, updating and accountability of daily, weekly, monthly check-lists and shift-change huddle communication • Assists clinicians, nurses and hospital manager as needed • Makes every effort to resolve client grievances, documents all communications and exercises good judgement knowing when to escalate the situation to management/administration
Competencies • Interacts with people effectively. Expresses ideas effectively, shares and receiving information openly. • Pays close attention to detail, accuracy and completeness. • Displays energy and enthusiasm in approaching the job. • Completes work in a timely and consistent manner. • Adapts to changing work environments, priorities and hospital needs. • Adheres to and enforces all hospital policies and procedures.
Additional Salary Information: Salary will be discussed, is above national standards and is based on experience