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Emory Healthcare/Emory University Client Experience Coordinator, Reproductive Medicine in Atlanta, Georgia


Demonstrates working knowledge of IVF treatment cycle timing. Meets with physician’s nurse to coordinate with financial clearance prior to patient’s medications being ordered.

Develops and monitors internal systems (i.e., initiate patient treatment cycle tracking for new and return patients, patient communication and correspondence, financial clearance, and referral source follow-up). Train additional administrative personnel (both initial and ongoing training). Be able to interpret cryostorage inventory lists and consent lists to address both billing office and patient inquiries. Check – in patients and schedule follow-up patient appointments as needed. Optimizes physician clinic schedule by tracking wait list and openings to be filled.

Financial :Reviews, confirms, and documents payments and insurance benefits related to services in GE and Mellowood software applications. Creates estimates and collects patient out-of-pocket payments.Collect co-pays and procedure fees.Explains financial responsibility for services performed to patients.Utilize software to interpret insurance payments and denials and to identify which claims have been sent to insurance plan for individual patient . Determine which services require prior-authorization.Educate patients on co-insurance, LTM, deductible, and out-of-pocket for those with insurance. Provide a quote for diagnostics (FSH/E2), ultrasounds, IUI, and IVF (fresh cycle, FET, egg freeze, donor egg & sperm, PGS), and medication costs . Assist Emory Patient Financial Services with patient accounts resolution, management of rejected claims for third party payment, vendor payment resolution, etc.


JOB DESCRIPTION: Serves as the point person ensuring consistent and clear communication regarding prospective surgical patients with physician. Assists in the development and assumes responsibility for the implementation of marketing and surgical consultation conversions for the practice, which includes relationship building with current and prospective patients, managing and successfully implementing surgical acceptance strategies, and development of a referral network. Serves as the point person ensuring proper communication with current and prospective surgical patients, with physician, staff colleagues, and referring physicians. Employee may work under general supervision and receives general guidance on work priority with substantial employee latitude. Converts surgical consultation patients to surgery and creates excitement about prospective surgery options. Develops physician referrals via monthly sales calls, follow-up correspondence, development of educational materials, and staff training. Serves as key contact for cosmetic surgery inquiries including those from patients, physicians, and staff members. Coordinates patient seminars, including invitations, presentations, refreshments, and strategic follow-up. Maintains the database of patients who have had surgery, and who have not, and targets specific contacts about services and products. Contributes website copy. Meets with physicians monthly to discuss the results of marketing programs, and review meaningful data. Effectively plans and executes pre and post consultation follow up with all patients; reports weekly progress to physician, if not more frequently. Develops and monitors internal systems (i.e., initiate new patient tracking, patient communication and correspondence, marketing budget, and referral source follow-up). Develops and maintains internal patient database; identifies target patients for target marketing, mailing and telephone calls. Reviews, confirms, and documents payments and insurance benefits related to services. Creates, estimates, and collects patient out of pocket payment obligations. Assist Patient Financial and Revenue Cycle management with fee schedule management, patient accounts resolution, management of rejected claims for third party payment, vendor payment resolution, etc. Serve as a resource to staff and financial departments by providing direction for billing, coding, vendors. Oversee quality improvement initiatives by consulting with organizations on related topics such as training criteria for staff, insurance changes for covered items, competitive pricing and related products and services vital to patient needs. Develops, implements and monitors patient focused service to promote a supportive and healing environment that enhances customer and staff satisfaction. Coordinates product promotions and advice to pre-op and post-op patients. Train additional administrative personnel (both initial and ongoing training). Serves as a role model of excellent customer service. Responds constructively to the needs of all those he/ she interacts with on a daily basis. Assesses and monitors customer satisfaction and responds promptly to voiced and identified concerns. Acts as an administrative resource/expert for all staff in the coordination of a patients care. Works collaboratively with section and Emory Clinic management in implementing strategies to see a statistically significant increase in patient satisfaction results each quarter. Works collaboratively with section management to actively investigate and remedy patient and customer complaints. Assists section management in monitoring customer satisfaction. Coordinates care for established patients and serves as the primary point of care for these patients and their families. Develops and coordinates a system which organizes the flow of patients from initial appointment through completion of their care experience. Collaborates with nursing and physician teams to ensure appropriate appointments are secured in a timely manner. This would include: Return visit coordination, Surgery and ancillary appointment scheduling. Works collaboratively with the nursing team to ensure timely return of clinical phone calls. Applies advanced interpersonal and communication skills in all interactions with patients, clinical personnel, administrative personnel and care providers. Demonstrates attitudes and behaviors which contribute to the smooth coordination of care and enhances each patient¿s experience with Emory. Treats all individuals with dignity and respect and participates in activities to improve working relationships within the section. Actively participates in section activities such as staff meetings, supervisory meetings, patient satisfaction meetings etc. Manages workload and assignments effectively. Adapts well to changes and priority level of duties. Demonstrates flexibility with section and organizational needs. Performs all other duties as assigned.


  • Bachelors Degree in communication/marketing/business emphasis preferred. Equivalent work experience in sales, marketing, business, customer service, hospitality, travel industry or with a surgical practice may be substituted in lieu of a bachelors degree.

  • Two (2) years related experience in sales, marketing, business, customer service, hospitality, travel industry or with a surgical practice.

  • Experience using various software packages including database applications, spreadsheets, and word processing.

PHYSICAL REQUIREMENTS (Medium): 20-50 lbs; 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently); 01-10 lbs, 67-100% of the workday (constantly); Lifting 50 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks.

ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.

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Division The Emory Clinic

Campus Location Atlanta, GA, 30308

Campus Location US-GA-Atlanta

Department TEC GynOb REI

Job Type Regular Full-Time

Job Number 88141

Job Category Clinical & Nursing Support

Schedule 8a-5:30p

Standard Hours 40 Hours

Emory Healthcare is an Equal Employment Opportunity employer committed to providing equal opportunity in all of its employment practices and decisions. Emory Healthcare prohibits discrimination, harassment, and retaliation in employment based on race, color, religion, national origin, sex, sexual orientation, gender identity or expression, pregnancy, age (40 and over), disability, citizenship, genetic information, service in the uniformed services, veteran status or any other classification protected by applicable federal, state, or local law.