Job Description

Location: Steward Medical Group - North
Posted Date: 6/25/2024
Job Type: Full Time
Department: 1101.66612 SEMC Neurology


Under the direction of the physician director and administrative leadership the program coordinator is responsible for jointly overseeing and supporting the administrative aspects of the Epilepsy Program. The program coordinator will partner with the medical director of the Epilepsy Program to establish and lead the delivery of an epilepsy service for patients that aligns with nationally recognized protocols and policies to ensure that patients receive the best possible care according to their needs. In addition, the program coordinator will assist the practice manager with all day-to-day operational, administrative, and fiscal aspects of the physicians' offices.


  • Ensures efficiency and productivity with respect to administrative and clinical functions of the office. Daily monitoring of physician and patient activity in the practice; allocates resources to necessary tasks and set priorities. Reports any problems in this area to the Practice Manager immediately.
  • Collaborate with health care professionals in the planning, implementation and coordination of health teaching and counseling of the patient, family or patient representative.
  • Responsible for coordinating academic and administrative schedules for the Medical Director of the Epilepsy Program.
  • Responsible for accurate registration, scheduling, confirmation, and billing functions across multiple practice sites.
  • Answers clinic phones and sends messages to clinic staff/providers as appropriate
  • Makes recommendations for improvements/enhancements to registration, scheduling, and billing procedures. Elicits feedback from Epilepsy providers to identify areas of improvement.
  • Ensures proper procedures are in place for pre-clinic prep; including any records or referrals are in place.
  • Ensures that proper procedures are in place for post-clinic follow-up, including scheduling of needed testing.
  • Manages the oversight and audit of encounter forms for completeness, accuracy, batching, and prompt distribution to billing. Ensures proper procedures in place for creation and processing of claims, whether by practice management or by program coordinator.
  • Responsible for completing and managing the EEG/cEEG/ambulatory EEG billing for local, regional, and nationally acquired studies.]
  • Responsible for daily oversight and reconciliation of co-payment and cash collection.
  • Assists Practice Manager with payroll and payment of Invoices.
  • Triages patient complaints for the office, working with appropriate management personnel to resolve issues that arise. Maintaining and encouraging associated documentation of communications.
  • Responsible for monitoring missing charge reports.
  • Oversees ordering all necessary supplies and equipment for the practice.
  • Coordinates the organization of educational programming for patients and providers within the epilepsy and EEG scope of content.
  • Carries out the pre-authorization function for epilepsy medications.
  • Works with providers and EEG lab personnel to schedule ambulatory EEG testing and to obtain necessary insurance approval for this procedure.
  • Procurement process including; payment requests, on-line supply ordering, and reconciliation of AP payments.
  • Under the direction of the Practice Manager, responsible for the training and on-board processing of all new employees.
  • Assurance that all "Best Practice" initiatives are followed.
  • Maintains patient confidentiality according to Steward Medical Group and hospital standards.
  • Strong orientation to patient care in accordance with the Faculty Practice Plan's values.
  • All other duties as assigned.


  • Associates or Bachelor’s Degree preferred, but not required. Relevant work experience may substitute for degree requirements.
  • Must have 2-3 years of experience in a healthcare environment.
  • Must have excellent written and verbal communication skills.
  • Must be able to interact with patients with neurological problems.
  • Must be able to multi-task and prioritize daily activities.
  • Ability to analyze operational issues and solve them creatively.
  • Ability to collaborate and effectively communicate with physicians and other health care professionals and support staff
  • Ability to be self-directed and demonstrate initiative in addressing responsibilities of the position
  • Demonstrated ability to function in an independent role
  • Must have a thorough understanding of billing, information systems, and knowledge of medical terminology and HIPAA requirements.
  • Experience with electronic medical record systems (Athena preferred).
  • Proficiency with computers and window-based products.

Application Instructions

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