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Access Coordinator

Company: Mount Auburn Hospital
Location: Cambridge
Posted on: August 6, 2022

Job Description:

Essential Responsibilities:

1. Maintains an open and engaging reception environment for patients,visitors, and callers to the department. Communicates with patients and their families, prospective patients,, court probation officers, attorneys,physicians, and the general public via telephone or in person regarding programs and services for the department. Provides confidential information regarding patient fee payments, etc., to appropriate insurance and court personnel.

2. All prospective patient appointments for all programs are scheduled or coordinated by the Access Coordinator. Appointments are scheduled in the Meditech scheduling module by appointment type and all demographicinformation is requested and collected following established department procedures.

3.During the scheduling process, identifies self pay patients that mayrequire financial assistance, and refers them to the Financial Counseling Service in the lobby to review and make arrangements in advance. Follow-up is done by the Access Coordinator until the case is resolved. For intervention patients, use the sliding scale fee process following established department guidelines.

4. Completes all follow-up functions after scheduling an appointment as notedbelow. May perform additional follow-up action as needed or requested. Pre-registers accounts in Meditech under RCR (recurring) registration.- Insurance verification: verifies insurances following established precerts procedures using computer software or POS machines. Enters co-payments or deductibles on custom pre-certification screen in Meditech. Notes visit authorization in chart.- Referral/precert check: verify all referrals/precerts are in place following established procedures at least 24-48 hours prior to the appointment.- Mails patient letters from scheduling module for all patient appointments that are scheduled at least 5 business days out, prints, verifies, and mailthe appropriate appointment reminder letter.- Reminder calls: Following the patient's request on intake, call patients as appropriate, to remind them of their appointment at least 24 hours in advance. Leaves general-non specific message on answering machines to insure patient confidentiality. Print schedules for the next day from Meditech. Pulls patient charts, add appropriate paperwork for new or established client visit and sort charts by therapist.

5. Greets all patients and performs a variety "check-in" steps following established procedures.- Selects clients PRE-RCR account in Meditech (first visit each month), validates all demographic and insurance information is accurate, collectscopies of insurance cards, and completes the registration. Has patient sign registration consent form.- For non registered patients, provides and helps complete the appropriateprogram paperwork and collects necessary documentation following established procedures.- Collects patient copayments, program fees, approved budget payments and provides a hospital receipt following established procedures. Handles or refers complaints, problems, or other issues to the Administrative Manager. - Refers patients to the waiting room to wait for their therapist.

6. Performs "check-out" procedures after all client appointments are completed. Patients are directed back to the office area.- Patient gives copy of superbill to the coordinator and next appointment(s) are scheduled following established scheduling procedures.- Reviews other business matters with the patient as necessary and the patient leaves.- Checks patient off appointment list as d/c'd to validate appointment. Follows up with therapist on patients that did not stop at checkout and gets copy of superbill and related appointment information and performs follow up as necessary. Enters all charges and coding information from superbill. Intervention Services, enters all billing information directly into the DPH computer system. Collects and processes all patient information and paperwork for the professional billing service following

established procedures.

7. Responsible for calling all patients to cancel, rearrange, or reschedule appointments as needed, when unexpected situations arise.

8. Handles telephone calls from patients with questions or problems and referscallers to appropriate clinician, as needed. As defined by department protocol, refers caller immediately to the clinician in the event of anemergency call if the matter is clinically urgent.

9. Takes telephone referrals for psychiatric consultation in the Emergency Department and to the inpatient medical/surgical units. Obtains authorizations from payors when indicated, as needed.

10. Performs other various clerical support duties as needed by the department, such as word processing and typing of various reports and correspondence, often of a confidential nature at the request of clinical staff and administrators. Cross trained to perform all duties and functions of the coordinators role.


1. High school graduate or equivalent, with one year of experience in a secretarial or patient registration setting with third-party billing experience preferred.

2. Good typing or word processing skills to utilize various computers and equipment.

3. Excellent interpersonal and verbal communication skills to effectively and sensitively interact with clients to communicate information regarding services and programs both over the telephone and in person.

4. Ability to work independently, be organized, and pay attention to detail, with a high level of accuracy 100% of the time.

Keywords: Mount Auburn Hospital, Cambridge , Access Coordinator, Other , Cambridge, Massachusetts

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