Office Coordinator - Eastern Virginia Medical School

Supervise the day to day patient care operations of the front desk, check in, registration, appointment scheduling, phone room, and check out functions of the Department of Obstetrics & Gynecology Princess Anne Office.  This responsibility includes managing the workflow and tasks associated within these areas as they relate to the clinical practice.  The Office Coordinator is the direct supervisor for the employees staffing the functions above. The Office Coordinator is the primary point of contact for the office in the absence of the Practice Manager.

This is a hands on working supervisor position with direct supervision of clinical support staff members which include: front desk receptionists and medical records staff.

This position works closely with the administrative and management team as it relates to the provider schedules and the rescheduling and bumping of patients.  Great organizational and communication skills are essential.

Facilitate weekly staff meetings.

Attend monthly Departmental meetings and Compliance training.

Function as a core member of the Department of OB/GYN Management Team working closely with the other supervisors, managers, and senior administration to achieve excellent customer service, the highest quality outcomes, employee retention, and optimal workflow.

Support and back up other supervisory and management positions within the Department of OB/GYN as needed. 

Monitor and manage employee tasks within Allscripts.

Implement new policies and procedures as directed by management.

Generate and manage daily report from departmental answering service.

Monitor phone system to ensure all calls are answered according to EVMS guidelines and make staffing adjustments when needed to ensure guidelines are met.

Responsible for communicating and educating staff on policies, procedures, protocols, and department initiatives to ensure optimal job performance and patient/provider satisfaction.

Monitor and manage the clinical support work flow performance ensuring that all department policies and procedures are followed accordingly.

Monitor the waiting rooms, front desk activities, and overall patient flow to ensure optimal workflow and customer satisfaction on a daily basis.

Manage and update ODU Web Time Entry System for those employees under direct supervision.

Perform annual job performance assessments for those employees under direct supervision in coordination with Practice Manager.

Provide a quality orientation for all new hires, including ongoing evaluations during the probationary period.

Establish and maintain patient/client relations ensuring an employee conflict free environment.

Act as first responder for assisting patients with concerns and complaints.

Responsible for ensuring the EVMS Medical Group policies and procedures for collecting patient payments are adhered to.

Oversee staff training and development.

Maintain confidentiality regarding patient and business functions of the clinic.

Performs other duties as assigned by the Departmental Management

Associate's degree preferred but not required

Candidate should hold relevant experience in a Health Care environment required, preferably in a physician group practice.  Experience working in a supervisory capacity preferred.