Department Coordinator II - Front Desk Coordinator

Department:

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108636

Minimum Requirements:

High School Diploma/GED and a minimum of two (2) years of relevant experience or an equivalent combination of education and experience. Grade 2 (Hourly)

Position Description:

Job Summary

The Department Coordinator II is responsible for delivering a courteous, efficient, and seamless experience for patients receiving care at the 550 Clinic. This role serves as a primary point of contact, managing incoming telephone calls, triaging requests to appropriate clinic staff, and addressing patient questions and concerns in a timely and professional manner. The Department Coordinator II performs patient check-in and check-out procedures, coordinates patient scheduling, and ensures accurate and up-to-date patient information within the electronic medical record system. This position also processes requests for medical records, lab requisitions, referrals, and other required clinical documentation. As part of the Ryan White Program, the Department Coordinator II supports required data entry and reporting functions as assigned. The role collaborates closely with providers and the Ryan White Data Team to monitor patient adherence, track missed appointments, and facilitate appropriate follow-up for no-show patients.

Essential Duties and Responsibilities

• Verify patient identity and demographic information at each visit, including current address and insurance details; obtain copies of insurance cards and valid identification if not already on file or if updates are needed.

• Scan insurance cards and all relevant documentation into the patient’s EPIC chart.

• Provide new patients with “First Visit/Annual Consent” forms and direct them to the Intake Team as appropriate.

• Accurately check in (“arrive”) patients in the EPIC EMR system and update records as necessary.

• Enter primary care and appointment data into the Provide Enterprise database.

• Answer incoming calls for the 550 Clinic, address patient inquiries, and route calls to appropriate staff or providers as needed.

• Maintain up-to-date training in EMR systems, HIPAA compliance, and all requirements mandated by grant guidelines and the University of Louisville (UofL).

• Complete patient check-out procedures following appointments.

• Schedule follow-up appointments for patients across all clinics.

• Maintain a daily “no-show” log for each provider’s schedule and coordinate follow-up efforts with the Linkage Coordinator.

• Contact patients to reschedule missed (“no-show”) appointments.

• Scan and upload medical records, preferably within 48 hours prior to scheduled visits.

• Perform additional administrative duties as assigned by the Clinic Manager.

Preferred Qualifications

• Previous experience working at a clinic front desk.

• Fluency in multiple languages is a plus.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.