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Office Coordinator - Audiology

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Location: Traverse City
Status (FT/PT): Full-Time
Shift: Day shift
Req ID: 55924



The Office Coordinator for Audiology and Wound Care is responsible for overall operations of the William & Leni Carls Hearing Clinic and the Advanced Wound Center, including wound care and hyperbaric oxygen therapy programs. This is a working coordinator position; therefore, the Coordinator will also function in another appropriate role in the department (Clerk, Technician, etc.) when not performing coordinator duties.


The coordinator will assist department leadership (Director and Medical Director) in management of the program’s strategy and operations, including budget, compliance, reimbursement, performance improvement, community education, and human resources.




Associate’s or Bachelor’s degree in a healthcare-related field required; in lieu of an Associate’s or Bachelor’s degree, a combination of education and relevant healthcare and leadership experience may be considered.


Ability to thrive in a constantly changing work environment with daily challenges to address.


History of effective written and oral communication and organizational skills. Proficient in use of computers and related software, including spreadsheets.


Ability to work with minimal supervision and direct activities of others. Familiarity with healthcare management, marketing, strategy, and customer service.


Exceptional communication and interpersonal relationship skills. Comfort with preparation and delivery of presentations to large and small groups.


Relevant experience with audiology, wound care, and/or hyperbaric oxygen therapy experience preferred.


Working knowledge of ICD-10 diagnostic coding and CPT HCPCS procedure codes desired.


This position is under the direct supervision of the Director, Outpatient Services. 





     Cares for patients in the age category(s) checked below:


       __Neonatal (birth-1 mo) __Young adult (18 yr-25 yrs)


       __Infant (1 mo-1 yr) __Adult (26 yrs-54 yrs)


       __ Early childhood (1 yr-5 yrs)            __ Sr. Adult (55 yrs-64 yrs)


       __Late childhood (6 yrs-12 yrs) __Geriatric (65 yrs & above)


       __Adolescence (13 yrs-17 yrs) _X_All ages (birth & above)


       _  No direct clinical contact with patients




  1. Supports the Mission, Vision and Values of Munson Healthcare


  1. Embraces and supports the Performance Improvement philosophy of Munson Healthcare.


  1. Promotes personal and patient safety.


  1. Uses effective customer service/interpersonal skills at all times.


  1. Responsible for oversight of operations at the audiology, wound care, and hyperbaric oxygen therapy departments.  Problem-solves immediate operational and patient care issues with Clinical staff.


  1. Works collaboratively with leadership to:
    1. Effectively lead team to accomplish goals.
    2. Develop and grow the programs.
    3. Conduct competency assessments and annual discussions
    4. Develop, implement, and execute a continuous improvement process.
    5. Maintain policies and procedures.
    6. Recruit and interview candidates, and make recommendations for hiring.
    7. Orients new staff to office systems and procedures.


 7. Defines problems, collects data, establishes facts, and draws valid conclusions.


  1. Oversees patient scheduling of appointments. Monitors clinical schedules daily for issues/errors, to minimize unscheduled timeslots and to balance patient load.  


  1. Maintains the True North board. Compiles monthly data for presentation on the board. 


  1. Prioritizes, delegates, coordinates and supervises clerical responsibility.  Promotes continued clerical staff development and conducts training in new processes. Addresses and resolves performance problems (with support of department Director).   Reviews clerical staff timecards within the Kronos system and maintains clerical staff personnel files.   Arranges staff coverage and approves time-off.  Must be able to perform clerical staff tasks and cover shifts when the need arises. 


  1. Facilitates staff meetings, actively participates, maintains agenda, records minutes and reviews action assignments.


  1. Responsible for department revenue cycle, including: scheduling, registration, treatment authorization, documentation, coding, charge entry, billing, collections, and denials processes. Confers with the Business Office and Patient Accounts as necessary.


  1. Serves as a resource for patients with billing questions or account issues by problem solving any concerns regarding therapy charges and services.  Obtains benefit information for inquiring patients and for problem solving rejections or denials.


  1. Manage and work the Huron Trac STAT/QUIC list of rejections, denials, and edits by problem solving accounts, communicating issues with the Business Office and OP Reimbursement Specialist, obtaining authorizations and determining resolution. 


  1. Obtains insurance or other regulatory standards and reports same to clerical and clinical staff.  Obtains prior authorizations as indicated or oversees this task when performed by other clerical staff.   Confers with appropriate parties regarding patient file accuracy and completeness in compliance with JCAHO, third party, and other regulatory standards.  Performs chart and charge entry reviews to support patient file and charge accuracy.   Assists with Joint Commission Accreditation or other Audit preparation, if applicable.


  1. Responsible for scheduling system maintenance including departmental, staff and shift changes.  Oversees the accuracy of Unavailability block entries made by other staff.


  1. Assists with future implementation of software systems and works closely with Information Systems regarding system status, maintenance, updates, and interfaces.  Serves as a resource to the staff for resolution of computerized issues and concerns.         


  1. Liaison to the Communications and Purchasing Department.  Arranges for the ordering, of supplies for the clinic, as well as any service needs (computers, pagers, phones, printers, etc.).


  1. Responsible for receiving employee call ins, facilitating coverage, blocking schedules and delegating and/or rescheduling patients when necessary. 


  1. Performs other duties as assigned.



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