Office Coordinator Audiology – Charlotte, NC

JOB DESCRIPTION

Position Title: Office Coordinator (Audiology)

Department: Audiology

FLSA Status: Administrative Support

Hours: Mon.-Fri. 8a-5p

Do you want to work for one of Carolinas’ most respected medical practices? Are you looking for not just a job, but a career? We are looking for you.

We are Charlotte Eye Ear Nose & Throat Associates, P.A. (CEENTA), the region’s premier eye, ear, nose, and throat care provider for adults and pediatric patients for more than 90 years, and we are looking to add to our team. We are currently looking for an Office Coordinator who will be responsible for assisting the Director of ENT Ancillary Services in overseeing the daily business and clinical operations of the Audiology department throughout all Charlotte Eye Ear Nose and Throat locations in an effort to ensure quality care to the patients and support for the physicians.

This is a fulltime exempt position and is located in the SouthPark area of Charlotte, NC.

As the largest multi-specialty practice on the East Coast — with 18 locations throughout North and South Carolina, over 130 providers offering comprehensive adult and pediatric care, and a full list of ancillary departments and services — we strive to hire the best staff possible to take excellent care of our patients.

CEENTA has earned some of the most prestigious workplace awards, including being named one of North Carolina’s Best Places to Work, one of Charlotte’s Most Family Friendly Companies, and one of the Healthiest Employers in the greater Charlotte NC area.

The ideal candidate should be professional, detail-oriented, and love being a part of a team focused on providing excellent services for our company. Candidates would have a “can do and will do” attitude and demonstrate the ability to contribute positively to the team.

Summary of the position:

To assist the Director of ENT Ancillary Services in overseeing the daily business and clinical operations of the Audiology department throughout all Charlotte Eye Ear Nose and Throat locations in an effort to ensure quality care to the patients and support for the physicians. Position will also satisfactorily participate in a Management Development program.

Essential Duties and Responsibilities:

  • Assist in the management of staff to ensure proper staffing and coverage for clinical needs.
  • Co manage and assist the reception desk by answering phones, check-in/out, directing patients.
  • Provide and maintain adequate patient education materials in patient areas .
  • Supervise cleaning and maintenance of the facility including OSHA use of maintenance checklists.
  • Under the supervision of the Director of ENT Ancillary Services, coordinates office and clinical office and service and staff.
  • Assist the Director of ENT Ancillary Services with overseeing of maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
  • Under direction of the Director of ENT Ancillary Services supervises telephone, electronic mail, facsimile services and patient flow.
  • Facilitate the development, implementation and maintenance of audiology services in conjunction with corporate, division and facility goals.
  • Facilitate the development, implementation and maintenance of treatment guidelines, protocols, formulary changes and critical pathways as approved by appropriate committees and the Director of Compliance and members of Administration.
  • Review the performance and documentation of clinical activities of all audiology staff including documentation of the financial impact of clinical activities.
  • Audit medical documentation of audiology staff to ensure accordance to CEENTA compliance guidelines in electronic medical record software and medical documentation guidelines.
  • Document patient encounters properly in accordance to CEENTA compliance guidelines in electronic medical record software in a timely manner.
  • Provide educational and triage information to patients and their families (when appropriate).
  • Maintain OSHA standards to ensure sterilized and safe environment.
  • Maintain CEENTA Compliance standards in regards to patient demographics and medical information.
  • Follow audiology protocol in the administering of update, documentation of all process and workflows.
  • Review the performance and documentation of audiology staff including observing and reporting trends.
  • Assist Director of ENT Ancillary Services with the hiring and new employee on boarding processes.
  • Assist Director of ENT Ancillary Services with staff management including overseeing proper staffing, time off requests and assist with staff Performance Reviews.
  • Review and maintain compliance of CEENTA policies to maintain optimal care management. This will include analysis of operational costs of location to optimize patient assessment and care.
  • Document patient encounters properly in accordance to CEENTA compliance guidelines in electronic medical record software in a timely manner.
  • Assist the Director of ENT Ancillary Services in the composition of patient services and patient tracking devices.
  • Assist with EHR to maintain templates and forms to properly document patient encounters.
  • Provide the patient and patient contacts with reasonable and medically necessary equipment, items, and services.
  • Receipt of all delivered equipment and proper inventory of all Audiology and manage all DMR vendor contracts.
  • Validation of all licenses, CEUs of staff / providers are current and up to date.

Supervisory Responsibilities:

Under the guidance of the Director of ENT Ancillary Services assists with supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

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