Practice Coordinator, Waterville, ME - Onsite

Practice Coordinator

TeamHealth has been named among the "150 Top Places to Work in Healthcare" by Becker's Hospital Review, ranked three years running as "The World's Most Admired Companies" by Fortune Magazine, and named one of America's 100 Most Trustworthy Companies by Forbes Magazine in past years. TeamHealth is an established healthcare organization that is physician-led and patient-focused. We continue to grow across the U.S., from our clinicians to our corporate employees, and we want you to join us.

This position is full-time and on-site at Northern Light Inland & Sebasticook.

Job Description

• The Practice Coordinator is responsible for administrative and operationally supporting and maintaining the practice.
• Keep the T.H. Hospital Medicine (THHM) Facility Medical Director, VP of Client Service, Regional Medical Director, and T.H. H.M. provider staff informed, and work with hospital administration to meet all needs.
• Accurately identify and account for each patient seen in the hospital by the hospitalist physicians.
• Obtain, reconcile, and forward all required documents of each in-patient medical record to the designated Billing Center.
• Maintain accurate data to report the number of records sent and specific key measures from those visits.
• Work with the facility to gather critical facility metric data for dashboards.
• Perform to productivity standards and meet target goals outlined by the Practice Coordinator Supervisor.

Essential Responsibilities

• Carry out duties as directed by TeamHealth.
• Communicate regularly with the designated TeamHealth Supervisor.
• Follow and maintain patient confidentiality appropriately with HIPAA compliance standards at all times.
• Access hospital information systems or work with facility staff to procure patient demographic and insurance data to ensure correct billing information and updates are sent to the billing center.
• Coordinate completion of all physician clinical documentation and proactively work with the medical director to ensure complete documentation and signatures.
• Alert the Supervisor and seek assistance from TeamHealth when an activity or process changes at the facility or deviates from the current process.
• Achieve and maintain individual target goals for the facility as designated by the Supervisor.
• Maintain professional appearance and performance at all times.

Administrative Responsibilities

• Support Facility Medical Director, VP of Client Services, Regional Medical Director, and T.H. H.M. provider staff.
• Schedule monthly T.H. H.M. administration meetings, prepare agendas, and take minutes.
• Schedule monthly provider meetings, prepare agendas, and take minutes.
• Facilitate provider scheduling changes and notifications.
• Collect and track critical data for dashboards monthly.
• Complete dashboards for electronic interfaces.
• Distribute messages and mail.
• Perform miscellaneous duties or tasks assigned by leadership (i.e., brochure distribution, marketing, Call Back Program, PCP Notification Program, etc.).

Operational Responsibilities

• Obtain a copy of the in-patient records for each patient upon discharge.
• Ensure that each medical record contains all required items before batching:
  • Physician chart, including H&P and Discharge Summary, all daily progress notes, etc.
  • The hospital face sheet will include patient demographic information.
  • Insurance information (copy of the insurance card when available).
  • Physician Orders.
  • Code Sheets (if applicable).
• Assemble the batch with all complete records reconciled to the discharge report.
• Ship work to the designated Billing Operations Center (BOC) and maintain necessary supplies.
• Communicate with T.H. H.M. Supervisor and T.H. H.M. physicians when records are identified as incomplete; notify TH HM Director, Facility Medical Director, Vice President of Client Services, and Regional Medical Director as needed if records are not completed within the acceptable time frame.
• Promptly identify and retrieve all missing or incomplete records.
• Assume tasks, duties, and responsibilities as assigned by the Supervisor or designated TeamHealth HM staff.
• Develop and maintain a positive working relationship with hospital staff.
• Work assigned hours per week and complete the timesheet weekly; KRONOs may be used, but manual paper timesheets are preferred.

Job Qualifications

General knowledge of the medical record process, with at least one year of experience in a hospital or physician office setting and an understanding of patient registration and medical documents is preferred. Clerical and reconciliation experience and the ability to maintain record-keeping are also preferred.

• B.A. or equivalent job experience is preferred
• Excellent communication skills
• Excellent organizational skills
• Ability to develop and maintain positive working relationships
• Ability to work independently with speed and accuracy
• Detail-oriented with efficient time management abilities
• Proficient in Excel and Word

Cooperative, cheerful, courteous, professional behavior and conduct are essential functions of every position. All employees must be able to work with others beyond giving and receiving instructions. This includes getting along with coworkers, peers, and management without exhibiting behavior extremes. Job functions may require personal leadership skills such as conflict resolution, negotiating, instructing, persuading, speaking with others, and responding appropriately to job performance feedback from the Supervisor. Additionally, the information in this job description has been designated to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position.