Office Coordinator Clerical - Heart, Vascular and Thoracic

At Cleveland Clinic Health System, we believe in a better future for healthcare. And each of us is responsible for honoring our commitment to excellence, pushing the boundaries and transforming the patient experience, every day.

We all have the power to help, heal and change lives — beginning with our own. That’s the power of the Cleveland Clinic Health System team, and The Power of Every One.

Job Title

Office Coordinator Clerical - Heart, Vascular and Thoracic

Location

Vero Beach

Facility

Indian River Hospital

Department

Cardiology Practice-Indian River Hospital

Job Code

000668

Shift

Days

Schedule

8:30am-5:00pm/8:00am-4:30pm

Job Summary

Job Details

Join our team at Cleveland Clinic Indian River Hospital and experience world-class patient care at its best. Located in sunny Florida’s Treasure Coast, Indian River Hospital is committed to providing optimal family- and community-focused services. Here, you will be part of a collaborative, compassionate, and innovative team of caregivers. You will work with state-of-the-art technology and will build a rewarding career with one of the most respected healthcare organizations in the world.

At Cleveland Clinic, everyone is a caregiver, whether they serve on our healthcare staff or in one of our numerous supportive departments. As Office Coordinator Clerical, caregiving starts in the office, where you assist with scheduling, triaging calls and obtaining physician referrals to enhance customer service and support. This role is essential to the overall functioning of both the Heart, Vascular and Thoracic Institute at Indian River and Cleveland Clinic, making you an invaluable and greatly appreciated member of our family.

A caregiver in this position works days from 8:30AM – 5:00PM or 8:00AM – 4:30PM.

A caregiver who excels in this role will: 

• Answer the phone, triage calls, schedule appointments, schedule diagnostic testing and/or surgical procedures, obtain referral/authorizations, maintain physician calendar and other administrative duties.

• Support clinic operations by direct involvement with the physician(s) and nurse(s).

• Facilitate the access of patients to CCF through direct patient appointment scheduling or by serving as a liaison between patient and/or other medical departments.

• Work through and solve patient issues professionally and in a timely manner.

• Take and relay phone messages for the respective area in a clear and concise manner in accordance to CCF policy. 

• Assist with calendar, meeting and travel arrangements as requested and ensure proper forms are completed.

• Ensure all patients are rescheduled relating to physician out days in a timely manner.

• Utilize the correct pathway to retrieve lab and radiology reports (via Net Access) and dictated reports (via Total eMed) as needed.

• Verify and update patient demographics and insurance information.

• Identify whether patients need a referral and/or authorization and obtain referral and/or authorization when necessary.

• Obtain proper information such as PCP, referring physician, CPT/DX codes prior to entering request into referral module.

• Input reasons for all visits on all appointments. 

• Ensure same day add-on appointment is communicated to appropriate department personnel and authorization is secured.

• Complete and deliver surgery packets to OPS and Access Plus.

• Maintain complete and up-to-date documentation and files, including product and service quotes.

Minimum qualifications for the ideal future caregiver include: 

• High School Diploma or GED

• Two years of clerical, customer service or other relevant experience

• Knowledge of medical terminology gained through experience or formal course work

• Basic math skills, such as addition, subtraction, multiplication, division and percentages

• Strong computer skills and working knowledge of Microsoft applications and email software

• Typing competency with the ability to format, spell, punctuate, edit and proofread

Preferred qualifications for the ideal future caregiver include:

• Medical office or insurance experience

Physical Requirements:

• Ability to perform work in a stationary position for extended periods
• Ability to operate a computer and other office equipment
• Ability to travel throughout the hospital system
• Ability to communicate and exchange accurate information
• In some locations, ability to move up to 10 pounds

Personal Protective Equipment:

• Follows Standard Precautions using personal protective equipment as required for procedures.

The policy of Cleveland Clinic Health System and its system hospitals (Cleveland Clinic Health System) is to provide equal opportunity to all of our caregivers and applicants for employment in our drug free environment. All offers of employment are followed by testing for controlled substances.

Cleveland Clinic Health System administers an influenza prevention program. You will be required to comply with this program, which will include obtaining an influenza vaccination on an annual basis or obtaining an approved exemption.

Decisions concerning employment, transfers and promotions are made upon the basis of the best qualified candidate without regard to color, race, religion, national origin, age, sex, sexual orientation, marital status, ancestry, status as a disabled or Vietnam era veteran or any other characteristic protected by law. Information provided on this application may be shared with any Cleveland Clinic Health System facility. 

If applying for a Florida position, please see the following website for more information on the background screening requirements required by the Agency of Health Care Administration: https://info.flclearinghouse.com/

Please review the Equal Employment Opportunity poster. 

Cleveland Clinic is pleased to be an equal employment opportunity employer.