Office Coordinator - Hunterdon Health Care System

JOB SUMMARY - It is most important that this individual have excellent people
handling skills, a high degree of accuracy in obtaining and recording information, and
good organizational skills. Someone, who can develop cooperative bonds with surgeon’s
offices to achieve maximum utilization of the Center. Must pay attention to details, so
that through the scheduling process, utilization of staff, equipment, and available time are
maximized. Must have the ability to resolve problems (if dealing with a difficult case).
May be delegated additional responsibilities or special assignments by the Administrator
or Business Office Manager.

JOB SPECIFICATIONS - Must be a high school graduate. Minimum of two years of
secretary, ward clerical or surgical experience required. Employee must exhibit good
knowledge of surgical terminology. Must be physically and emotionally capable of
performing responsibilities of position. Bilingual- English/Spanish is preferred. Must be
able to come in at 6:00am to open the center.

JOB REQUIREMENTS - Must have good communication and interpersonal skills.
Maintain professional appearance. Physical demands require employee to stand, walk, sit
and answer the phone-or make phone calls for extended periods of time. Reasonable
accommodations may be made to enable individuals to perform essential functions.

JOB BEHAVIORS - Must adhere to Center’s Code of Conduct Policy. Demonstrate
ability to work as a team member and to communicate directly and professionally
according to the chain of commands. Must be flexible reliable, productive, patient-
oriented, and self motivated.

JOB RESPONSIBILITIES:
· Receives, screens, and routes incoming calls in a professional manner.
· Knows and adheres to all policies of the Center.
· Greets and registers all incoming patients in a timely manner.
· Verifies all information on registration forms and gets patient signatures. Makes
sure all paper work is completed and accurate.
· Make copies of insurance cards, living wills if applicable.
· Verifies correct spelling of patient name in the records, if misspelled make
proper corrections.
· Assemble patient’s charts prior to surgery.
· Completes OTC payment journals for patient and incoming mail payments.
· Processing of credit card.
· Informs pre-op nurses and administration if a patient has not shown up or late
for their scheduled procedure.
· Scans all necessary documents prior to procedure and pathology reports after
procedure is completed.

· Enters patient information into computer if needed.
· Maintains master schedule for the Center.
· Moves cases from Case Coordination to the master schedule, coordinate
between: doctors, office staff, management to ensure availability of equipment.
· Handles cancelations, and keep record of canceled procedures.
· Medical records: Send out requests for attorneys, maintain a log of what is sent
and when the fees received. Ensure Medical records are always secure. Maintain
patient confidentiality.
· Maintains office supplies and notifies materials manager of needs.
· Informs Business Office Manager/Administrator of applicable day-to-day
situation.
· Be familiar with and answer any questions regarding centers forms.
· Collects daily mail.
· At times when requested by the administration working hours may change and
shift may start at earlier, or finish later.

REPORTING RELATIONSHIPS - Communication between the scheduling
coordinator and the Business Office Manager will ensure that concerns or questions
regarding documentation compliancy are met. Report directly to the Business Office
Manager, and Administrator.

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