Clinical Administrative Coordinator

21St Century Oncology Ventura , CA 93001

Posted 2 months ago


The Clinical Administrative Coordinator is responsible for the oversight of functions at the Front Desk of one or more centers. Greets patients, oversees medical records, routes paperwork and charts to the appropriate places. Ensures that clinic resources are being used in the most efficient manner. Handles telephone traffic and ensures admitting and discharge functions are providing for optimal patient flow. This position may supervise one or more front office support staff, and also takes on one or more high-level, critical positions such as medical coding, financial counseling, clinical scheduling, medical assisting, etc.


  • Greet patients and visitors. Determine their needs and direct them accordingly.

  • Check in patients.

  • For new patients obtain all necessary documents, copy insurance cards, etc.

  • For established patients obtain updates, address and insurance changes, etc.; update information in computer

  • Confirm insurance eligibility, co-pay, and any outstanding balance to be collected.

  • Manage switchboard, directing incoming phone traffic accordingly

  • Triage patient calls either directly to nurse or to voice mail, recognizing emergency vs. non-emergency

  • Roll phones for lunch and after hours

  • Answer questions and give information directly or on the telephone within the limit of knowledge and medical practice policies

  • Schedule and confirm appointments; give routine, non-medical instructions in preparation for the patient's visit

  • Call to confirm appointments; reschedule all changes. Prepare patient charts for office visit, confirming all correct documents are in chart; confirm demographics; confirm correct labeling; print superbill

  • Complete and submit Authorization for Patient Treatment request forms and include all related documents to the office authorization coordinator for processing

  • Assemble faxes, labs, and other reports to pair with charts and route to MD desk

  • Maintain dictation process (corrections, missing dictation route to MD desk for approval, mark off for billing, fax/mail to MD's offices correspondence as indicated)

  • Fax/mail requested records on patient referral or MD request

  • File charts appropriately and correctly. Clear dictation room, file charts after work in progress is complete

  • Maintain results log for pathology and biopsy results, and pair with chart for MD signature

  • Provide return to work/release work notes to patients

  • Provide weekly reports to Revenue Manager

  • Purge charts annually, maintaining status of charts in computer system

  • Maintain break room cleanliness

  • Perform other duties as required.

  • Additional duties may involve the functions of Medical Assistant, including but not limited to:

o Assist MD in exam room

o Obtain and chart patient's vital signs

o Draw blood for lab tests

o Chart information of patient consultations and progress

  • Additional duties may involve the functions of Financial Counselor, including but not limited to:

o Meet with patients to explain treatment costs, insurance coverage, patient financial responsibility

o Develop a standard estimate that includes CPT codes and standard units

o Coordinate proper insurance verification and documentation

o Monitor and collect financial balances owed during course of patients' treatment

  • Additional duties may involve the functions of Medical Coder, including but not limited to:

o Enter all CPT and ICD-9 coding into medical management system

o Enter all word codes per company policy and procedures

o Review daily physician schedules and evaluate office consults and visits using CPT coding guidelines

o Generate and process authorization for patient treatment requests for HMO insurance plans


  • Relies on experience and judgment to plan and accomplish goals
  • A certain degree of creativity and latitude is expected


  • High school graduate or equivalent

  • Excellent organizational and interpersonal skills

  • Good telephone and computer skills. Medical Manager/Intergy experience preferred

  • 2 4 years' experience working in a medical office required


  • Must properly control the release of proprietary and confidential information.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Balancing: Yes

Crouching: Yes

Pulling: Yes

Carrying: Yes

Grasping: Yes

Sitting: Yes

Climbing: No

Kneeling: Yes

Standing: Yes

Crawling: No

Lifting: Yes

Seeing: Yes

Job Description Clause

The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

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Clinical Administrative Coordinator

21St Century Oncology