Administrative Specialist/Front Office Coordinator

Apply now Job no: 495336
Work type: Staff
Location: Big Rapids, MI 49307
Categories: Administrative, Clerical

Position Title: Administrative Specialist/Front Office Coordinator  
Location: Big Rapids (Main Campus)  

36000 - Optometry Deans Office

Advertised Salary: $21.20 to $26.98 hourly rate pursuant to the FSU and CTA/MEA-NEA Agreement  
FLSA: Non-Exempt  
Temporary/Continuing:  Continuing  
Part-Time/Full-Time: Full-Time  
Union Group: Clerical-Technical Association (MEA-NEA)  
Term of Position: 12 Month  
At Will/Just Cause: Just Cause  
Summary of Position: In conjunction with the Clinical Operations Manager, oversees daily operations of the University Eye Center's front office functions. Duties include scheduling providers and students per established guidelines, ensuring front office processes are completed, and may be extended to the planning of outreach events. Must Interpret and apply University Eye Center policies and procedures to ensure support staff performance is of the highest quality, while at all times maximizing clinical revenues, ensuring an excellent patient experience, and supporting the patient care team.  
Position Type: Staff  
Required Education: Associates Degree in business administration, Communication, Health Care or related field.

The requirements listed are representative of the knowledge, skill, and/or ability required. Any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities may be considered. Equivalency for education is two years of related work experience equals one year of education.
Required Work Experience: Minimum two (2) years of experience in front office functions in a medical practice, preferably high volume optometric or ophthalmic practice.  
Required Licenses and Certifications:    
Physical Demands:
  • Office Environment
  • Moving
  • Reaching
  • Sitting
  • Twisting
  • Repetitive Movement
  • Standing
Additional Education/Experiences to be Considered:    
Essential Duties/Responsibilities: Front Office Duties:
Oversees end assists support staff. Support staff duties include but ere not limited to: scheduling patient appointments, preparing patient charts, registering patients, patient check out procedures, preparing patient forms as appropriate, securing medical records, verifying patient health insurance benefits, confirming patient appointments and following up with "no shows".

Works with Clinical Operations Manager to communicate to staff updates In payment/Insurance requirements. Ensures all requirements are fully met to maximize collection of patient charges.

Develops reports as requested.

Responds to patient needs and concerns, ensuring that patients are made welcome, registered promptly and have a minimum waiting lime.

Monitors, supervises and coordinates patient checkout and collection of patient pay portions of their bill.

Distributes and collects change funds and deposits, records money collected, resolves deposit and recording errors and locates missing charges. This may also include verifying insurance benefits and discussing potential patient financial liabilities ensuring patients are aware of the amounts they are expected to pay.

Develops clinic schedules for providers and students In coordination with Section Chiefs and the Clinical Office Manager.

Coordinates coverage for absent faculty and students.

Handles mall, office and clinical supplies for the University Center. Ensures examination rooms are maintained and supplied.

Ensures clinical and office equipment Is in good working order, resolving or reporting problems as appropriate.

Works with clinical providers to ensure that their needs are met timely, enlisting the assistance of the Clinical Operations Manager when Indicated.

Ensures patient records are available for patient care, searching for missing records as necessary.

Obtains authorizations, reviews charts and completes paperwork for the release of medical Information and the preparation of special reports as required.

Participates in student and new employee orientation. Adheres to university and clinic procedures.

Attends meetings and collaborates with the team to enhance the quality, performance and reputation of the University Eye Center.

Ensures that staff and patient care locations present a professional image at all times.

Any other duties assigned within the position classification area.

Demonstrates an understanding of diversity, equity, and inclusion, especially in working relationships with students, faculty, staff and community members.
Marginal Duties/Responsibilities:    
Skills and Abilities: Excellent verbal and written communication skills.
Excellent customer service skills.
Knowledge of third party insurance and billing.
Knowledge of medical terminology/abbreviations and established professional conduct
Computer literacy, to include proficiency with Microsoft office (e.g. Excel, Word, Powerpoint)
Accounting or bookkeeping experience.
Additional supervisory or training experience.
Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
Required Documents:
  • Cover Letter
  • Resume
  • Unofficial Transcript 1
Optional Documents:    
Special Instructions to Applicants: Unofficial Transcript 1 (REQUIRED): Applicants must attach a copy of unofficial transcript of Associate's degree if applicable. If you do not have a transcript, please write a justification explaining how your work experience is equivalent to the required education and attach that justification in lieu of the transcript.

Transcript must include: Institution name, applicant name, date degree attained, degree awarded. Finalist will be required to submit an official transcript.
Initial Application Review Date:
April 10th, 2023  
Open Until Position is Filled?: True  
Posting Close Date:
EEO Statement: Ferris State University, an Affirmative Action/Equal Opportunity employer, is committed to enhancing equity, inclusion, and diversity within its community. Ferris offers employment opportunities to qualified candidates seeking careers in a student-focused environment that values opportunity, collaboration, diversity and educational excellence.  Learn more about the Ferris Mission and community at The University actively seeks applications from women, minorities, individuals with disabilities, veterans, and other underrepresented groups. For more information on the University’s Policy on Non-Discrimination, visit: Ferris Non-Discrimination Statement.  

Advertised: Eastern Daylight Time
Applications close:

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