Office Coordinator - WorkSMART Clinic (Full-time; Days)

Job Locations US-KS-Hays
Posted Date 2 months ago(7/29/2022 10:00 AM)
Requisition ID
# of Openings
Administrative & Clerical


Performs clerical/scheduling activities that facilitate organization operations.  These activities may include coordinating employee schedules processing intake information and communicating with supervisors and submitting proper paperwork for billing of services.

Position Summary

Essential Functions:

  • Collects patient identification and demographics, HIPAA forms, insurance information, collects co-pay, and documents indicated signs and symptoms, and consent for treatment.
  • Completes and maintains registration process.
  • Schedules appointments, tests and procedures.
  • Maintains current knowledge of ICD-9 and CPT codes.
  • Assists with the completeness of charge ticket; forwards charge tickets to Central Billing Office, assists patients/customers with billing problems or questions.
  • Assists in developing financial budgeting plans to achieve corporate strategies and financial targets.
  • Assists in developing policies, procedures, and protocols to maintain standards of care and regulatory requirements.
  • Sends patient communication regarding appointments/tests/procedures.
  • Receives/distributes mail, answers phones, screens and directs caller’s retrieves records from storage; and maintains reception/waiting area.
  • Maintains fax queue; prepares, maintains and files/scans records.

HIPAA: This position will have access to the following Protected Health Information in order to carry out the duties related to their position at Hays Medical Center based on the following criteria:



Primary – required (routine) to do the job;
Secondary – required for the job, but mostly be exception; and
None – no approved access


Description of Information



Patient Demographic Information (information used to identify a person): Name, Date of Birth, Address, Race, Marital Status, Religion



Financial Information/Insurance (information related to insurance, billing and payment): Billing Information, Payer Name, Payer ID, Account Balances, Plan Elements Covered, Payment Information, Payment Rates



Clinical Information (information that describes a patient’s health status): Diagnosis, Reports/Medical Notes, Test Results, Problem List, Procedures, History and Physical



Coding Information (clinical information that is in (alpha) numeric format): ICD-9 Codes, Rev Codes, CPT Codes




Infection Control: Initial and Ongoing training in dealing with infection control. Trainings could include but are not limited to, blood borne pathogens, bodily fluids and bio hazardous materials as it applies to your daily work environment.


Patient Interaction: Frequent


Education/Experience: High school diploma or equivalent required, Bachelors degree preferred; clinic office/office management experience preferred.


Certificates and Licenses: BLS certification preferred; and additional certification may be required for certain patient care settings or populations.


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