Patient Care Coordinator - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Overview:

The Patient Care Coordinator is responsible for coordinating patient care and is responsible for duties that encompass patient reception, patient scheduling, cash handling, maintenance of patient records, patient safety/infection prevention and control as well as administrative functions with a view to promoting safe, quality patient care and optimizing patient flow, clinic revenue and operations.

The Patient Care Coordinator will be assigned to one of multiple specialized clinics. While the overall accountabilities are similar, specific duties/tasks may vary from clinic to clinic.

Responsibilities:

Patient Reception

Handle incoming telephone calls to the WEI and orients patients to the WEI's mandate, services and processes
Prepare and manage the patient schedule in VisualEyes (EMR system), and schedule appointments in accordance with optometrist availability and appointment criteria, including assigning Optometrists and student interns to clinic rooms
Confirm patient appointments and notify patients of any fees associated with the services provided; attempt to fill any openings due to cancellations to optimize WEI revenue
Verify eligibility for OHIP coverage for all scheduled patients
Greet patients in the WEI and notify doctors and interns of patient arrival; route patients through the WEI via the EMR system to optimize patient flow
Follow up with patients who do not show for their appointment to initiate another appointment booking to optimize patient care and clinic revenue
Maintain a computerized recall system and contact patients to book a recall appointment

Patient/Administrative Records Maintenance

Process patient records in accordance with OHIP and 3rd party billing requirements, consistent with clinic policies and procedures, including checking any follow up appointments or invoicing/billing concerns and notify the appropriate person to address the issue
Ensure patient records are uptodate by verifying patient personal information at time of appointment booking or at checkin/arrival to appointment
Maintain and record patient statistics
Provide clinician attendance records to the Clinic Operations Manager for payroll processing
Provide administrative support as required
Prepare and distribute student evaluations in the electronic student evaluation system or paper evaluation forms
Solicit and record patient consent for teaching and research in support of the School's teaching and research mandate

Payments/Supplies & Inventory Maintenance

Receive payments in accordance with the financial policies and procedures of the clinic and the university, including invoicing and billing payment for third party billings
Undertake daily reconciliation of dayend transactions (cash/credit/debit and parking vouchers)
Order, monitor and maintain supplies, products or equipment required for use in the Clinic from the Purchasing and Inventory Control Co ordinator
Assist with the ordering and/or dispensing of spectacle and/or contact lenses and other products required to provide appropriate care for patients
Responsible for the annual fiscal yearend WEI inventory count within their specialized clinical area

Patient Safety & Quality Assurance

Triage emergency calls during regular business hours, notify the oncall OD of emergency calls and book appointments as per optometrist's direction
Maintain effective patient recall and followup, including monitoring patient progress to ensure timely scheduling of appointments to ensure patient safety, consistent with standards for optometric care and as directed by the supervising optometrist
Promote and disseminate the Clinic's Patient Satisfaction Survey to gather feedback on patient experience for improvement
Assist in the review of patient records to ensure that all required data fields in the EMR are completed, ensuring the integrity of the patient record (in support of patient care and billing)
Undertake "Routine Practices" for infection prevention and control based on provincial Public Health standards
May serve as backup resource for medical reprocessing (sterilization) of optometric instruments (using autoclave), consistent with the WEI's Standard Operating Procedure and provincial requirements
Assist in contacting patients with scheduled appointments to inform them of a clinic closure due to inclement weather or emergency situation

Clinic Staff, Optometrist and Student Support

Provide support to all supervisors and students working in the WEI, including assigning patients and clinic rooms
Deliver the administrative component of the orientation sessions at the beginning of each new student rotations
Assist with training new employees and workstudy students on the daily job requirements, the EMR system, and the clinic policies and procedures
Assist with the organization of special activities in the clinic such as lunch and learn sessions
Perform varied administrative task