UI Health is seeking an experienced full time Medical Office Coordinator to join the Physical Therapy team. 

This position is responsible for monitoring support staff schedules, operations and functions that support the clinical staff for the department of Physical and Occupational Therapy.  This position will coordinate day-to-day operations for the outpatient OT / PT clinic, in addition to counseling patients with patient account problems. They manage and coordinate the operation of a clinical facility in accordance with policies and standards of performance. They work under a director of physical and occupational therapy.

• Coordinates training schedule, creates training materials and process ensure staff competency.
• Schedules patients using EHR Scheduling System, and manages Work Queues for staff assignment and compliance.
• Completes cover sheets and creates paperwork packets for new evaluations
• Manages referrals and coordinates follow-up and compliance
• Intake management; coordinates follow-up and compliance
• Verifies insurance for eligibility and authorization status.
• Contacts insurance companies and case managers to obtain authorization for treatment and provides necessary documentation to complete the process.
• Documents insurance authorization status in EHR and communicates with clinical staff.
• Has a proactive, in-depth understanding of changing insurance requirements
• Educates team around insurance requirements
• Liaison for inter-department communication around insurance
• Develops (in conjunction with management) internal department process for insurance verification and authorization
• Provides team feedback around compliance issues
• Identifies documentation compliance requirements
• Develops guides, in conjunction with management, for ensuring clinical and non-clinical documentation and process compliance
• Updates forms (insurance guide, cover sheet for new evaluations, audit forms)
• Manages patient flow through by registering or visit notification in the Patient Registration System, arriving patients in the EHR Scheduling System and monitoring how long patients are waiting. 
• Takes patient financial liability and Fitness Center membership payments and processes deposits; audits deposit; manages and coordinates the reconciliation process
• Validates patients’ parking tickets
• Performs charge release; identifies issues with charge entry or missing notes; alerts team members to issues and follows through to resolution
• Manages patient Consent and Release of Information forms; witnesses patient signature; and sends completed forms to HIM Department
• Answers the telephone for all staff for the PT/OT Department and takes appropriate action (may be taking a message, may be acting to provide the information or assistance needed, scheduling or rescheduling patients). 
• Responds to patient and department inquiries
• Completes additional clerical tasks such as distributing mail, photocopying, filing, faxing, tubing and data entry.
• Completes additional departmental tasks such as straightening up patient care and waiting areas and preparing workspace for the next day.
• Shares expertise, participates in the development of process improvement initiatives and plans implementation and training within the department(s). 
• Participates in the development of process improvement initiatives within the organization
• Responsible for monitoring results and taking action based on data.                       
• Serves as administrative backup when the Coordinator, Assistant Director, or Director are not on-site.
• Is a positive team influencer with a detailed understanding of department policy and procedure.
• Other related duties as assigned.

Minimum Qualifications Required:

1.  High school diploma or equivalent/GED

2.  a)      Five (5) years (60 months) of hospital clerical experience or ancillary service experience three (3) years (36 months) of which must have included the performance of responsible non-clinical services auxiliary to the operations of a patient unit

or

b)      College education with course work in a business medical, or para-medical field may be substituted for up to three (3) years (36 months) of the required experience with a minimum experience requirement of two (2) years (24 months) of experience in the performance of responsible non-clinical service auxiliary to the operating of a patient unit

• 30 semester hours equals 6 months
• 60 semester hours equals  1 year (12 months)
• 90 semester hours equals 2 years (24 months)
• 120 semester hours or higher equals 3 years (36 months)

Preferred Qualifications:

• Bilingual language skills with the ability to read, write, speak and translate Spanish/English
• Minimum of at least 2 years experience in an Occupational / Physical Therapy setting
• Prior experience with Epic EHR

To Apply: For fullest consideration, please fully complete an online application by clicking the Apply for Position button below.

Fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections.

You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the document section of your online application.

All civil service positions require an exam.  The exam for this position is a Credentials Assessment.  You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:

You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume, college transcript, certifications and licensures will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date.

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

For additional information regarding this position please contact Heather Ross at hross@uic.edu

If an application is not fully completed and submitted by the close date, the applicant/employee will not be considered for this position.

For fullest consideration, the above mentioned requirements must be submitted no later than 6/24/2022

We appreciate your interest in employment at the University of Illinois at Chicago.

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.

This position requires Illinois residency within 180 days of the hire date. 

University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

For classifications that require a degree as part of the minimum qualifications, a degree verification will be required before any offers of employment are extended.