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Office Coordinator-Hearing Clinic

Traverse City, MI


Posted on August 4, 2017

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About Office Coordinator-Hearing Clinic

Office Coordinator-Hearing Clinic

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Munson Medical Center

Traverse City, MI






Day shift


40 hrs



Job Details


The Office Coordinator – William & Leni Carls Hearing Clinic is responsible for overall office services and operations of the William & Leni Carls Hearing Clinic


High school graduate. Associates Degree preferred with a minimum of three years previous medical office or related experience. Supervisory experience is also preferable.

Proficient in use of computers and related software, including word processing and spreadsheets.

Exceptional communication and interpersonal relationship skills.

Demonstrated ability to produce high-quality documentation.

Outstanding grammar, spelling, formatting, medical terminology, and punctuation skills.

Ability to work with minimal supervision and direct activities of others.

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

Audiology services knowledge and background in front office operations desired.

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



Supports the Mission, Vision and Values of Munson Healthcare

Embraces and supports the Performance Improvement philosophy of Munson Healthcare.

Promotes personal and patient safety.

Uses effective customer service/interpersonal skills at all times.

Responsible for overall office services and efficient operations at the clinic. Problem-solves immediate operational and patient care issues with Clinical staff.

Oversees patient scheduling of appointments. In order to gain efficiencies monitors clinical schedules daily for issues/errors, to minimize unscheduled timeslots and to balance patient load.

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

Prioritizes, delegates, coordinates and supervises clerical responsibility. Promotes continued clerical staff development and conducts training in new processes. . Addresses and resolves performance problems. 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.

Assist with competency assessments and annual discussions

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

Plans and participates in refining office operations, policies and procedures. Maintains updated office procedure manual.

Confers with the Business Office and Patient Accounts as necessary regarding problem accounts or procedure changes. Liaison to physician offices and other Hospital system departments, including Information Systems; responsible for submitting necessary Computer Access Requests for all staff.

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.

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.

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.

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

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.

Assists in recruiting and interviewing office personnel. Makes recommendations regarding hiring. Conducts training for new clinical and clerical staff in use of scheduling system software. Conducts training of new clerical staff in all other office procedures and policies. Orients new clinical staff to office procedures.

Liaison to the Communications and Purchasing Department. Assists with the ordering, submitting and approving supplies for the clinic, as needed. Arranges for any replacements/repairs of pagers and phones. Assigns pagers and phones to new employees; trains in appropriate use. Arranges for servicing of copiers & fax machine. Maintains staff phone and roster information.

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

Processes all hearing aid repairs and new hearing aids

Works with the Lions Of Michigan Foundation and the local lion sponsor for patients that cannot afford hearing aids. Paperwork is completed and send to LOMF, and once application is approved, hearing aids are ordered and delivered.

Performs other duties as assigned.

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