Lead Department Specialist-Outpatient Departments at Froedtert South, Inc. – Kenosha, Wisconsin

POSITION PURPOSE

• In a manner that reflects Froedtert South’s values, the Lead Department Specialist for Outpatient Departments serves as the central point for intradepartmental and external communication and facilitates a coordinated flow of day-to-day patient activities through interactions with patients, insurers, providers and staff for multiple hospital outpatient departments.
• As a representative of the Outpatient Department services, providers, and staff, the Lead Department Specialist maintains a general knowledge of the respective department services and activities in order to interact with a broad range of “customers” including patients, potential patients, external providers, and outside entities.
• The Lead Department Specialist is responsible for facilitating daily operations of the department, scheduling patients for multiple departments, maintaining multiple work ques, and maintaining ongoing quality data.
• Because of the broad range of skill skills and knowledge required, the Lead Department Specialist provides support to other departments and services as needed.

SITE(S)

• Froedtert Pleasant Prairie Hospital

MINIMUM EDUCATION REQUIRED

• Associate Degree in Business or an area of Finance

MINIMUM EXPERIENCE REQUIRED

• 1-2 years in a healthcare environment with proven skill in interacting with patients and healthcare professionals

LICENSES / CERTIFICATIONS REQUIRED

• BLS within 6 months of hire

SUPERVISES

• N/A

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

• Knowledge and experience with various computer programs and software programs including the electronic health record, Microsoft Office (e.g. Word, Excel, Outlook, PowerPoint), a Web browser, the Internet and others as implemented.
• The physical, technical, and cognitive ability to operate the following office equipment: photocopier, computer, printer, fax machine, typewriter and calculator.
• The ability to read, write, speak and comprehend the English language and appropriately interact with those for whom English is not the primary language.
• The ability to identify problems and issues of concern and use critical thinking skills to solve or propose solutions to problems.
• Excellent communication and interpersonal skills to effectively, respectfully and politely interact with various “customers” including patients, providers, coworkers, family members of patients, other employees, and the general public in a way that reflects the System’s values.
• Time-management skills to effectively multitask and stay organized while ensuring deadlines are met.

PRINCIPLE ACCOUNTABILITIES AND ESSENTIAL DUTIES

• Acts as a receptionist and an informational resource for the department, the system, patients, staff, management team, and internal and external callers and visitors.
• Acts as a liaison for and facilitator of communication between physician specialties, social services, patients and their support persons, and department staff through phone calls, emails, and in-person interactions regarding, at a minimum, daily activities, patient situations, and complaint resolution.
• Facilitates and coordinates the departmental paper flow, including the maintenance of neat, organized and efficient electronic and hard-copy hard copy filing systems.
• Inputs, compiles, and updates documentation, reports, surveys, audits and financial information, retrieves files and records, records data, and maintains computer system software, as appropriate.
• Coordinates patient visits with the provider schedule.
• Provides secretarial support to the Outpatient Departments to which assigned, including as appropriate its medical and management leadership and its staff.
• Reviews and reconciles department daily charges for review, as requested or appropriate.
• Handles provider billing information as directed or requested by department management.
• Performs prior authorizations.
• Facilitates and coordinates the procurement of medical records from other departments and outside facilities when necessary for patient care.
• Performs chart and other audits as requested or directed.
• Performs other support activities as requested, directed and qualified.
• Utilizes the electronic health record for a variety of functions including registration, scheduling, and documentation.
• Coordinates departmental activities including arranging meetings and appointments.
• Maintains department supplies, materials and equipment and orders and tracks high-dollar patient care items and supplies
• Enters orders for referrals and completes prior authorizations.
• Addresses and completes any retroactive authorization needed if a denial is received.
• Assists with CQI data collection and analysis for the Outpatient Departments as assigned.
• Assists with the development of policies and procedures in multiple departments.
• Manages and or works multiple work ques for multiple departments.
• Checks department voicemails regularly and completes any follow-up work on messages received.
• Participates in the monitoring of activities in the department(s) to assure compliance with regulatory and other requirements related to the services provided to outpatients.
• Completes other duties and projects as assigned or requested.