Clinic Coordinator - Hardwick/Morrisville locations

Copley Hospital (located in Morrisville/Stowe, VT) has a robust multi-location Rehabilitation department. Copley Rehab, in Hardwick and Morrisville, are quaint clinics seeking a team member with outstanding customer service skills to work alongside highly qualified therapists.

This individual would be the friendly face to greet patients, answer the phone, schedule new and recurring appointments, and keep the clinic flowing. They would utilize the hospital computer system scheduling in all clinic locations, check-in and check-out of all patients, ensure all necessary information is in the electronic medical record prior to the start of care, collect and process co-payments and manage the overall schedule for each therapist.  This individual needs excellent communication skills to work with other hospital departments, referring providers and their office staff as needed to facilitate efficient scheduling and timely patient care. They would  thrive on mutitasking to manage multiple calls at once, ensuring minimal wait times for patients arriving for care and performing technician duties, as needed, to support therapists and patient flow.

Responsibilities may vary depending upon the clinic site of assignment. Performs other duties as assigned. Compliance with all applicable State and Federal laws, regulations, and policies governing the provision of health care. We pride ourselves on the team approach while providing outstanding customer service and superb clinic care.  If you would like to work with a great team then we would love to talk with you! 

Come join our dynamic Rehabilitation team! We are looking for a Clinic Coordinator to primarily work in our fast-paced outpatient rehabilitation clinic at our Hardwick and Morrisville locations. This individual could cover at either of our outpatient clinics, based on departmental need.

This position is Full-time (PT option available).

Copley Hospital has a variety of shifts available across Full-Time, Part-Time, and Temporary needs. Please consider applying to discuss how your availability may align.

• Utilizing the hospital information system, schedules outpatients according to the patient needs and preferences, and in accordance with department procedures, availability of staff and modalities, for all clinic sites. Schedules initial and recurring appointments. Provides all patients with a written appointment card or printed schedule. Maintains a call list and schedules patients as appointments become available. Calls patients to modify schedules based on therapist or supervisor request.
• Enters corrected patient demographic information into the hospital registration screen, and informs the Administrative Assistant of these changes.
• Enters patient charges and/ or codes into the hospital information system, including those requiring defined ICD10 codes.
• Organizes and transports supplies, co-payments and/or medical record documents between clinics and or other hospital departments in accordance with department procedures.
• Ensures appropriate inventory of supplies for the reception desk, and may also ensure inventory of clinical supplies.
• Communicates with patients and guardians regarding insurance verification, limits of therapy coverage, cancel no show policy and any other department procedures as instructed.
• Helps maintain patient waiting and reception areas clean, attractive and free of safety hazards. Informs management of potential infection or safety hazards.
• Actively with initiative works to maintain full and consistent therapist schedules through proactive and creative scheduling practices. Assists in tracking and managing patient cancellation and failures to attend scheduled appointments through appropriate communications with patients and prompt communications with therapists and managers. Reports to managers when episodes of non attendance reach pre defined thresholds for this.
• Greets all patients, visitors and other staff entering the department and responds to their needs appropriately.
• Communicates with department clinical staff regarding patients' reported needs or other communications in order to ensure the clinical staff have complete information related to patient schedules and patient status.
• Ensures that patient medical records are maintained in a confidential and organized manner until required by the clinical staff. Prints daily clinician schedules and pulls charts as needed.
• Answers the telephones in a timely and professional manner, and provides the caller with timely and appropriate follow up for his her needs. Utilizes all necessary features of the phone system including call transfers, voice message changes, etc. as required for efficient department operations.
• Participates in department meetings and inservices.
• Other dutes as assigned

Education Required:

• High School degree or equivalent.

Education Desired

• Computer and/or business courses beyond the high school level.

Experience Required:

• One to two years of clerical or technical experience in a hospital setting or related field. Experience using a computer for data entry, scheduling, or equivalent work type.

Experience Desired:

• Experience using scheduling software. Multiple line telephone customer support experience. Experience in front-line customer support. Health care/Technician experience supporting the clinic work flow, or LNA experience.

Skill Required:

• Excellent customer service, communication, computer, and organizational skills.
• Knowledge of medical terminology.
• Ability to remain calm under pressure.
• Ability to work as part of a cohesive team supporting multiple professionals and other co workers while following established department procedures, hospital policies and regulatory requirements.