Health Unit Coordinator | General Surgery | Portland, ME

The Health Unit Coordinator (HUC) is responsible for administrative and clerical support for clinical colleagues and Providers. This position requires multitasking, excellent customer service, and communication skills with providers, patients, and vendors. 

CORE RESPONSIBILITIES:  

• Answer incoming telephone calls to the pod as back up to the clinical team.  
• Schedule patients for all routine appointments, follow-ups, and ancillary appointments via the portal and/or phone. 
• Schedule and authorize all surgical procedures in eCW Provider Schedules, and SIS (if applicable) and communicate all booking requests to the appropriate facility. 
• Schedule all pre-op and post-op appointments and is responsible for coordination and finalization of the clinic and OR block schedules at InterMed and NLMH. 
• Obtain completed booking forms, signed consents, pre-certifications, and prior authorizations as required. Ensure correct information has been received by each applicable surgery center prior to the scheduled surgery date. 
• Communicate special instruments and/or equipment needed for each scheduled surgery. 
• Complete forms necessary for patient appointments including printing, assembling, and mailing patient packets and sending questionnaires electronically to patients. 
• Maintain up-to-date paperwork (patient education, ABNs, etc.) 
• Assist with manual faxing and scanning of urgent paperwork as needed. 
• Monitor and prioritize encounters and actions from pod administrative bucket. 
• Monitor automated confirmations calls, update EMR and follow up with patients who have not yet confirmed their visits. 
• Prepare, generate, and mail patient letters, including no-show notifications, unable-to-reach letters, overdue reminders, out-of-work/school documentation, and lab results for patients not enrolled in the patient portal. 
• Update patient demographics including phone number, insurance card information, etc. 
• Create and maintain accurate, up-to-date patient charts to support clinical workflows and documentation compliance. 
• Coordinate and manage incoming referrals, ensuring timely processing and appropriate follow-up. 
• Troubleshooting of telehealth visits with physicians and patients 
• Obtain outside records as needed (hospital notes, labs, imaging, new patient records, etc.) and communicate directly with HIM  
• Reschedule patients for providers out of the office (vacation, sick days, OB, etc.) 
• Check patients out as capacity allows and follow up with any patient who did not check out from their appointment if necessary. 
• Print specimen labels, AWVs, and visit summaries and coordinate the timely faxing of clinical notes to external specialists. 
• Maintains strict confidentiality in alignment with HIPAA (Health Insurance Portability and Accountability) guidelines and InterMed policies. 
• Perform other duties to support the mission, vision and values of InterMed. 

MISSION AND VALUES:  

• Follows InterMed’s mission to provide patient-centered primary care, putting the patient first to deliver high quality, high value care. 
• Provide the highest quality care to our patients with a level of service that exceeds their expectations. 
• Maintain a positive attitude and always treat our patients and each other with dignity and respect. 
• Insist on honesty and integrity from each other and our business partners. 
• Make teamwork a core component of our relationships between physicians, colleagues, and patients. 
• Embrace change to better serve our patients. 
• Use business practices that feature individual accountability and group responsibility to ensure delivery of high value healthcare. 
• Have fun as we carry out our mission to serve.  

KNOWLEDGE, SKILLS, AND ABILITIES:  

• Education: 
• High School Diploma or equivalent required 

• Experience: 
• Previous work experience in a medical office or healthcare setting preferred 
• Proficient in Windows-based systems and Microsoft Office Suite applications, including Word, Excel, Outlook, and PowerPoint. 
• Previous electronic medical record experience preferred 
• Detail-oriented with strong analytical and organizational skills. 
• Excellent professional judgment and decision-making ability 
• Able to work both collaboratively and independently to achieve goals. 
• Demonstrates the ability to prioritize and manage multiple tasks with a high degree of accuracy. 
• Professional written and verbal communications skills 
• Ability and willingness to provide excellent customer service to patients, InterMed colleagues and vendors