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Cleveland Clinic Executive Health Coordinator in Weston, Florida

Job ID: 138116


  • Coordinates all aspects of health care visits through direct appointment scheduling or by serving as a liaison between patient, Access Plus, and/or other medical departments or facilities to the patient and/or family.

  • Performs registration on new patients when required and verifying demographic and follow SOPs, including; insurance information and creating a corporate account when required.

  • Confirms acceptance of insurance plan by CCF and initiates request for or obtains authorization if required.

  • Ensures proper appointment scheduling by using SOPs and by providing reason for visit, PCP, referring physicians etc.; this includes triage of appointment requests to determine appropriate type and urgency.

  • Cancels and reschedules appointments and tests as needed.

  • Provides appropriate instructions for appointments and tests to patients and others.

  • Acts as a liaison with Professional Staff, Ombudsman, CEO and Executive Administrator to resolve patient complaints/issues.

  • Responds to inquiries and researches problems/issues to expedite resolution.

  • Facilitates the communications for patients and their families and expedites release of medical records to and from outside facilities.

  • Answers phones by the third ring. Displays a courteous, accommodating and professional image on the phone and in person; identifies self and department at the beginning of the call and follows appropriate scripting.

  • Communicates messages in a clear, concise manner and ensures messages contain all required information.

  • Documents appropriately all messages in EPIC.

  • Performs general clerical and data entry duties, using proper formatting, grammar, spelling and punctuation.

  • Produces error-free correspondence and transcription when required.

  • Acts as a liaison for the patient and any department to help facilitate their needs and requests.

  • Establishes and maintains a system for patient and administrative files that is easily accessible and clearly labeled for use by anyone needing information.

  • Makes or assists physicians with form completion and travel arrangements for meeting attendance or vacation.

  • Ensures processing of travel expense report via Concur, upon travel completion.

  • Maintains key relationships with physicians and all Cleveland Clinic Florida personnel.

  • Collaborates and interacts with physicians, patients, board members and all employees while representing CCF at the highest level to the public and providing exceptional service.

  • Coordinates and expedites direct admits, hospital transfers and Emergency Department transfers, when necessary.

  • Assists the IRD department in identifying grateful patients and/or potential donors.

  • Provides clear instructions and communicates during out of office procedures.

  • Assists with developing, improving and evaluating department procedures related to patient service.

  • Provides coverage assistance to the WPB office when available or requested by the supervisor. Other duties as assigned.

Education :

  • HSD or equivalent required; 2-year Associate's Degree preferred.

  • Knowledge of medical field gained through experience or formal course work.

  • Requires excellent inter-personal skills, strong oral and written communications skills with a work ethic that is not bound by time constraints, but motivated by an opportunity to provide meaningful assistance to diverse patient population.

  • Must have strong organizational and time management skills to coordinate multiple activities.

  • Requires a minimum typing proficiency of 55 wpm and have strong working knowledge of Microsoft Office (including Outlook, Word and Excel).

  • Must be proficient in using a computer, electronic formats, and familiar with electronic medical record systems.

  • Demonstrate independent decision making skills and ability to promote a team environment.

  • Ability to work with confidential and highly sensitive information and comfortable with working with many prominent and affluent individuals.


  • None required.

Complexity of Work:

  • All employees are expected to meet the standards of performance outlined in the Organizational-Wide Competencies listed below as applied to the position: World Class Service Orientation: Includes attitude, behavior, interpersonal skill, and problem solving that enable an employee to respond to internal and external customer needs and expectations in a positive manner.

  • Adaptability: Includes teamwork and flexibility needed to fulfill job responsibilities including adapting to changes in work environment and accepting supervisory feedback.

  • Efficiency and Effectiveness: Includes quantity and quality of desired work, as well as organization skills necessary to perform successfully.

  • Essential Job Requirements: Includes adherence to all relevant policies, procedures, and guidelines affecting the work environment, including maintenance of required competencies and communication skills.

  • Supervisory Responsibilities (if applicable): Includes overall accountability for assigned work group relative to operational goals, personnel requirements, and budgetary constraints.

  • Note: The above stated duties are intended to outline those functions typically performed by individuals assigned to this classification. This description of duties is not intended to be all inclusive nor to limit the discretionary authority of supervisors to assign other tasks of similar nature or level of responsibility.

Work Experience:

  • 3 years of clerical/secretarial experience in a physician's office or related medical setting involving visit coordination, patient registration and conflict resolution.

  • Working knowledge of insurance, referrals and managed care plans.

Physical Requirements:

  • Performs office procedures, typing, and filing; other duties include composing correspondence formatting documents; uses excellent interpersonal and customer service skills for day to day operations.

  • Works under minimal supervision and meets established deadlines.

  • Physical demands of this position include the ability to sit, stand, and use manual dexterity on a frequent basis, have clear vision, and have the ability to hear and talk with clarity on a continual basis.

  • Frequent bending, pushing, pulling, and reaching are also required on a daily basis. In addition, this position demands continuous use of fingers, hands, and wrists during the course of the data entry for appointment scheduling and typing of correspondence.

  • Answering of the phones require frequent bending of the elbow and use of the fingers, hands, and wrists for taking messages.

  • The work environment is stable with moderate noise level and disruption.

  • The exposure to risk and hazardous materials is minimal.

Personal Protective Equipment:

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

Cleveland Clinic is pleased to be an equal employment/affirmative action employer: Women/Minorities/Veterans/Individuals with Disabilities.