Office Coordinator - Wexford Satellite

01-Aug-2018, The Children's Institute - Other
Job Status: Full-Time   Location: Wexford, PA

Job Summary

Coordinates all office functions at the site including, but not limited to, scheduling all patient appointments, assisting patients with access to care, acting as the liaison between the site and Squirrel Hill facility for all insurance issues, and acting as a liaison with the local community and referral sources. The coordinator, in conjunction with his/her supervisor, is responsible for excellent customer service and compliance with all regulatory standards. The coordinator assists therapists in the delivery of services in the absence of the therapy technician.

Job Relationships

Responsible To: Patient Access Manager

Workers Supervised: None


Education: • High School Diploma or GED required. Prior experience in an office or health care setting preferred.

Licensure: None

Certification: None

Clearances: Act 73 FBI*Act 33 Child Clearance*Act 34 Criminal Clearance

**Clearances must be obtained within 30 days of hire in order to continue active employment.

Training and Experience: • Minimum 2 years experience in a customer service environment required
• Excellent telephone and interpersonal skills required.
• Knowledge of health plans preferred.
• Accurate typing and data entry skills.
• Experience with problem-solving and conflict resolution.
• Experience working under deadlines and handling multiple projects/assignments concurrently.
• Previous experience with computer technologies/software programs such as Microsoft Office, Windows, billing or scheduling software, etc. required.
• Ability to work a flexible schedule

Job Responsibilities

Completes in an accurate and timely fashion per departmental and organizational standards

• Models effective professional communication, with an emphasis on customer service and family centered focus in all patient, family and staff interactions; acting as a liaison for families with the therapy staff and medical departments.
• Recommends improvements for use of all scheduling tools; using these tools to prioritize and manage daily tasks in an accurate and timely manner.
• Participates in process improvement in order to continue to meet the departmental and organizational goals for patient care and fiscal responsibility.
• Resolves or reports unresolved problems and communicates needs to the appropriate department or supervisor.
• Complies with departmental and organizational protocols, policies and procedures.
• Admits patients to the site, processing all intake paperwork, preparing admission packets, sending reminder letters, making follow-up reminder calls and case history calls prior to evaluations.
• Completes maintenance related tasks on systems, i.e. schedule extensions, updating patient statistics.
• Communicates patient / staffing needs with Patient Access Manager
• Schedules complex or multi-service patients ( Psychology, Neuropsychology Functional Feeding Evaluations, Assistive Technology Evaluations)
• Acts as a resource to the scheduling department and can competently cover scheduling staff time off or absence.
• Ensures therapists are booked to the appropriate capacity monitoring frequently.
• Ensures patient schedules are accurate in the system when therapists are off.
• Schedules all appointments including patient evaluations, on-going services and reschedules for all departments.
• Schedules all patient and program related meetings, conferences, staffing and departmental meetings.
• Regularly checks the patient cancelation line, notifying staff of patient cancelation and reschedules; promptly notifies clinical staff of scheduling changes.
• Collects and scans case histories; updating scheduling boards and evaluation calendars
• Provides families with needed scheduling information including disclosure statements, case history forms, confirmation letters, school excuses and transportation information.
• Organizes and identifies scheduling needs related to patient care or to optimize staff schedules / productivity; monitoring of wait lists and frequent review of staff schedules; informing supervisor of recommended changes / needs.
• Participates in quality improvement initiatives by administering and collecting patient experience surveys or other quality measures.

Employment Application

Employment Application Employment Application (201 KB)

Submit cover letter, resume, application and salary requirements

Lisa Wakefield
[email protected]
The Children's Institute of Pittsburgh
1405 Shady Avenue
Pittsburgh, PA 15217
Fax: 412-420-2299

No phone calls, please. Resumes and cover letters will only be accepted in PDF format if sent via email. You may also fax them to the number above. The Children's Institute of Pittsburgh is an Equal Opportunity Employer.

Go Back

News and Events

Like us on Facebook