Outpatient Service Coordinator

Description

DESCRIPTION OF POSITION

This job description is a record of the essential functions of the listed job. The job description provides the employee, CEO, Administrator, Human Resources, applicants and other agencies with a clear understanding of the job, where it fits into the organization, and the skill and work requirements in relation to other jobs. Jobs are always changing to some degree and the existence of the approved job description is not intended to limit normal change and growth. The facility will make reasonable accommodation for otherwise qualified individuals who can perform the essential functions of the job when reasonable accommodation can be made.

Requirements

POPULATION SERVED

This position involves direct interactions with patients and outpatient populations of all ages, including pediatric, adult, and geriatric patients. Age-specific experience and/or specialized training may be required to serve certain populations. Exceptions can be made based on hospital licensure and departmental needs.

POSITION SUMMARY

The Outpatient Services Coordinator is responsible for the coordination, scheduling, and administrative management of outpatient clinical services at Coalinga Regional Medical Center. This position serves as the primary point of contact for patients, providers, and interdepartmental teams to ensure seamless, high-quality outpatient care. The Coordinator supports clinical operations, patient access, and regulatory compliance in accordance with current federal, State, and local standards governing the facility, and as may be directed by the administrator, to ensure that the medical, emotional, and social needs of outpatient residents are met on an individual basis.

POSITION QUALIFICATIONS

This position requires a High School Diploma or equivalent. An Associate’s or Bachelor’s degree in Healthcare Administration, Business, or a related field is preferred. A minimum of two (2) years of experience in a healthcare, medical office, or outpatient clinical setting is required. Experience with Electronic Health Record (EHR) systems is required; familiarity with Epic, Meditech, or similar platforms is strongly preferred. Current knowledge of state and federal laws and regulations governing outpatient healthcare services is required. Working knowledge of medical terminology, insurance verification, and professional healthcare administration standards. Strong organizational and analytical skills; excellent oral and written communication skills. Working knowledge of computer and basic software applications used in job functions. Bilingual (English/Spanish) preferred.

DUTIES AND RESPONSIBILITIES

1. Schedule, confirm, and manage outpatient appointments across multiple providers and specialties.

2. Serve as the primary liaison between patients, clinical staff, and referring providers to ensure continuity of care.

3. Keep abreast of current Federal and State regulations, as well as professional standards, and make recommendations on changes in policies and procedures related to outpatient services.

4. Assist in the review and updating of departmental job descriptions at least annually.

5. Maintain a quality working relationship with the medical profession and other health-related facilities and organizations.

6. Facilitate pre-authorization and insurance verification for outpatient procedures and office visits.

7. Participate in discharge planning; development and implementation of discharge plans and assessments as applicable.

8. Interview patients and/or family to obtain relevant history to complete required intake assessments.

9. Interpret the medical, social, and emotional needs of patients to the medical staff, attending physician, and other members of the interdisciplinary team.

10. Perform administrative requirements, such as completing necessary forms, reports, and correspondence accurately and in a timely manner.

11. Assist in obtaining resources from community, social, health, and welfare agencies to meet the needs of the patient.

12. Make referrals to appropriate ancillary services, specialists, sub-acute rehabilitation, long-term care, acute care, and other facilities as needed.

13. Assist with obtaining Durable Medical Equipment (i.e., walker, oxygen, and other adaptive devices) and making referrals to home health care agencies and visiting nurse agencies as appropriate.

14. Assist in arranging transportation to other facilities as needed.

15. Provide information to patients and families regarding Medicare, Medi-Cal, and other financial assistance programs.

16. Provide consultation to members of staff and community agencies in efforts to address the needs and problems of the patient.

17. Assist in providing solutions for social and practical environmental problems including seeking financial assistance, discharge planning, and referrals to other community agencies when specialized assistance is required.

18. Review departmental complaints and grievances and make written reports to the supervisor of action(s) taken, following the facility’s established procedures.

19. Develop and implement appropriate plans of action to correct identified deficiencies.

20. Participate in facility surveys and inspections made by authorized government agencies as necessary.

21. Ensure that all charted progress notes are informative and descriptive of the services provided.

22. Maintain accurate and up-to-date patient records in the Electronic Health Record (EHR) system in accordance with HIPAA and organizational policy.

23. Serve on, participate in, and attend various committees of the facility as required and as appointed by the Administrator.

24. Attend and participate in Utilization Review Committee functions as required or as may be necessary.

25. Evaluate and implement recommendations from established committees as they may pertain to outpatient services.

26. Assist in standardizing the methods in which outpatient services tasks will be performed.

27. Monitor patient wait times, appointment gaps, and no-show rates; report findings to management.

28. Collaborate with billing, coding, and revenue cycle teams to ensure accurate documentation and charge capture.

29. Ensure all outpatient services comply with federal, state, and accreditation standards including CMS, Joint Commission, and HIPAA regulations.

30. Participate in quality improvement initiatives, department audits, and staff meetings as required.

31. Maintain an excellent working relationship with other department supervisors and coordinate services to assure that daily outpatient operations can be performed without interruption.

32. Conduct departmental performance evaluations in accordance with the facility’s policies and procedures.