OPD Supervisor - 02

Job Summary

• Responsible in supervising the unit registration.    Using the computerized appointment scheduling system.  Responsible for the maintenance of the appointments scheduling system in the unit that he/she supervises, responsible for scheduling patients.  Uses the computer to book, cancel and reschedule patients.  Set up physician schedule patters, maintains and modifies them as required.  Updates patient no-show status in the computer and maintains the patient appointment history.  Patient contacts are complex requiring multiple sequenced appointments such as those involving several specialties.

• Has important public responsibility in tactful handling of unusual requests by demanding patients not compatible with usual or efficient clinic practice.  Utilizes mainframe computer to perform most activities related to the job requiring knowledge, in-house training and experience of complex computer processing.  Supervision is minimal, only problems of unusual nature are referred to Supervisors.  Attendance at work station is continuous due to uninterrupted work request and demand, absence only for very necessary and justifiable needs.

Major Duties and Responsibilities

·         Ensures through his/her actions, either directly or indirectly, that a superior quality of medical treatment, compassion and understanding is given to every patient served at the NMC Hospitals and Clinics.

·         Following-up the problems facing the Registration Clerks regarding the Company Patients and whether the patient is eligible for treatment in the hospital or not.  Developing and maintaining a system to manage this effectively.

·         Coordinates with the physician and receptionist in regard to patient appointments.

·         Opening of files for new patients and recording the pertained data of the patient.

·         Checking the financial coverage of the patient and the required documents.

·         Collecting payments from patients and sending them to the General Cashier on daily basis.

·         Encoding the insurance claim form and encoding diagnosis in the system.

·         Answering the inquiries of patients and visitors.

·         Works as patient advocate.

·         Manage the OPD area to ensure efficient and effective service with high quality.

·         Receives requests for physician time from patients, physicians, nurses and other clinic personnel.  Schedules and manipulates professional time for patients with objective of optimizing utilization of time and schedules.

·         Has initial contact with patients appearing at clinics.  Ascertains needs, screens out ineligible clinic recipients before initiating services.  Tact and diplomacy are required and essential.

·         Contacts patients who are in a waiting list and books them with physicians and new schedules become available, contacts and books new appointments for patients whose original appointments have been cancelled.  Calls patients who missed their appointments when there is a need for them to be seen by their physicians.

·         Reports and consults with chief of services on irregular schedule changes requested by individual physicians.

·         Operates computer for scheduling patients and checking their eligibility for treatment.

·         Operates the mainframe computer to keep records for no shows, missing records ad maintaining clinic visits and other statistics.

·         Calls patients or employees to remind them of their appointments two (2) days ahead of time.

·         Work is conducted in a professional manner maintains patients confidentiality when required.

·         Follows all department policies and procedures.

·         Participates in on-going education program developed by the department, e.g. Department Policy and Procedures, Fire Safety, Risk Management, Environmental Control.

·         Performs other clerical duties inherent in the function relevant to scheduling and receiving of patients.

·         Performs additional tasks and duties as assigned by Superiors.

Reporting to

·         Head of Outpatient Services

Supervises

• Registration Clerks

Qualifications:

A minimum of:

• Secondary School Certificate
• Five (5) years experience, One year in general office procedure, preferably in a clinic, hospital, or physician’s office and at least four (4) years work experience.

• Experience in Patient Services.
• Computer Literate
• Fluency in written English and Arabic
• Tact, courtesy and public relations skills are a must.
• Must be excellent and convincible in the conversation.