Program Coordinator

JOB DESCRIPTION OVERVIEW:

The Program Coordinator is responsible for supporting and maintaining the practice both administratively and operationally. Administratively, by supporting the TH Hospital Medicine (THHM) Facility Medical Director, VP of Client Service, Regional Medical Director, and TH HS provider staff, and by working with hospital administration to ensure all needs are being met.

Operationally, by accurately identifying, and accounting for each patient seen in the hospital by the providers. The Program Coordinator is responsible for obtaining, reconciling and forwarding all required documents of each in-patient medical record to the designated Billing Center. Upon completion of preparing each batch, the Program Coordinator will maintain accurate data to report the number of records being sent and specific key measures from those visits. Additionally, he/she will work with the facility to gather key facility metric data for dashboards. The individual in this position is required to perform to productivity standards and meet target goals as outlined by the Program Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist the Medical Director and Operations Team with the daily operation of the hospitalist programs and service commitments to hospital and patients. Work at the program level at client facility every day.

• Develop and maintain positive working relationship with hospital staff and management. Maintain an “open door” policy with hospital administration.

• From site level, work closely with Operations Team and vendors to perform and/or monitor billing and collections process for the program. Responsible for overseeing and ensuring compliance with deadlines and processes established by Billing Department. Assist TeamHealth Corporate decision support personnel in creating benchmarks for performance measurement.

• Ensure charges for in-patient and clinic services (if applicable) are batched correctly and sent daily to billing and collection entities according to the standards established by the Billing Department. Use spreadsheets as a check system to make sure all charges are captured.

• Monitor provider documentation including completion of charts. Under direction of the Medical Director, coordinate training when needed.

• Communicate potential issues to the Operations Team when they arise with

physicians, clinic (if applicable), or patients, maintaining the best interest of the Company and commitment to the client.

• Orient new providers joining the program. Coordinate tours of facility, introductions, and obtain necessary paperwork.

• Manage all administrative functions of the program including the answering of phones, reviewing patient forms, maintaining provider files and time sheets, etc.

• Design, implement, and monitor all clinic schedule templates to meet site specific needs with direction from the Medical Director.

• Set-up, implement and routinely monitor all clinic flow for maximum efficiency from the initial referral process, how the patient is evaluated and treated while there, and the result of the visit. This will involve the providers, staff, multiple departments within the hospital and the resulting paperwork.

• Routinely monitor surgery scheduling processes. Make sure the correct information is being provided to the surgery department and the authorizations are being obtained to ensure reimbursement for the surgical services.

• Coordinate the provider schedule with each medical director, the individual providers, TeamHealth staff and hospital staff to guarantee a complete schedule.

• Ensure clinical compliance, regulatory compliance and safety/privacy regulations are maintained at all times including Infection Control reports where applicable.

• Stay abreast of improvements to the current practices and trends in provider practice management and hospitalist program management.

• Other duties as required and assigned by the Operations Team. These may, on occasion, be unrelated to the position described here.

Job Requirements: