Vestibular Coordinator

Unclassified - Kansas City, MO

Full-time

Kansas City, MO

About the position

As a Vestibular Coordinator at Ascentist Healthcare, you will play a crucial role in supporting the audiology vestibular department through a variety of administrative and patient care tasks. This position is designed for detail-oriented individuals who are passionate about providing exceptional patient care in a progressive, team-focused environment. You will be responsible for managing financial preparations for patient visits, ensuring accurate documentation and reporting within the electronic medical record (EMR) system, and educating patients and their families about costs associated with their care. Collaboration with audiologists and physicians will be essential to ensure appropriate patient care and satisfaction. Your daily responsibilities will include checking patients in, taking payments, collecting and scanning paperwork, and making confirmation calls. You will also assist in rooming patients, setting up equipment, saving reports, and printing educational materials. Maintaining a clean and sanitized environment between patient visits is critical, as is managing billing claims for the vestibular program and handling self-pay and workers' compensation cases. As the first point of contact for patients, you will greet them warmly and ensure they have a positive experience at the clinic. In addition to patient care, you will help grow the vestibular program by serving as the primary communicator within the Professional Hearing Center and with external providers. This includes setting up meetings, creating educational materials, and managing patient analytics. You will also be responsible for maintaining marketing materials and coordinating internal referral programs. Continuous professional development is encouraged, and you will participate in department meetings and comply with all regulatory requirements, including HIPAA and OSHA regulations. This role requires a high level of accuracy in data entry and a commitment to maintaining confidentiality at all times.

Responsibilities

• Assist with patient care and satisfaction by checking patients in, taking payments, and collecting paperwork.
• Room patients and serve as patient care assistants, including setting up equipment and printing educational materials.
• Maintain clean and sanitized rooms between patients and manage equipment usage.
• Help with billing claims for the vestibular program and manage self-pay and work comp billing cases.
• Greet patients warmly and provide a positive impression of the clinic.
• Distribute and obtain appropriate forms from patients, including insurance information.
• Answer patient questions regarding insurance and billing promptly.
• Schedule and reschedule vestibular appointments as needed.
• Maintain a referral follow-up protocol for new referrals to the clinic.
• Communicate effectively with audiologists and physicians regarding patient care and follow-up.
• Create and manage marketing materials for the vestibular program and maintain an internal patient referral program.
• Participate in department meetings and maintain knowledge of policies and procedures.

Requirements

• Must possess a High School Diploma or equivalent.
• Clean background check required.
• Proven verbal and written communication skills with the ability to listen and understand patients.
• Demonstrated reliability and dependability in previous roles.
• Ability to prioritize and manage multiple tasks effectively.
• Effective problem-solving and conflict resolution skills.
• Friendly and timely customer service skills.
• Ability to function independently while maintaining accuracy and attention to detail.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and email (Outlook or Gmail).
• Experience using electronic medical record (EMR) systems.
• Ability to maintain confidentiality of communications and comply with HIPAA regulations.

Nice-to-haves

• Experience working in an audiology clinical office environment preferred.
• Ability to speak and understand other languages preferred.

Benefits

• Referral program