Office Coordinator Heart Clinic 12th St.

Requisition ID
Employment Type
Full Time
Cardiology Clinic
Hours / Pay Period
Standard Hours
Facility / Process Level : Name
CHI St. Vincent Health


We believe staying healthy is a group effort. That together we can make feeling good contagious. By energizing our communities, we bring you care that’s more than just medicine. We treat your mind, body and spirit. We’ve been answering this call since 1888, when our founding sisters established hospitals in Little Rock and Hot Springs. Today, we’re stronger than ever. 


Consistently ranked by U.S. News and World Report as high performing in medical services, our system of care includes four hospitals as well as primary care and specialty clinics throughout Arkansas. While we appreciate the praise, we’re most thankful for truly extraordinary coworkers and medical staff who are living our mission by providing excellent and compassionate care.


Collaborate with clinic, hospital, and physician leadership to ensure efficient and effective scheduling processes. Maintain lead patient account representative duties such as overseeing all scheduling for Electrophysiologists. This position may also include other duties as assigned by Patient Services Supervisor.


ESSENTIAL FUNCTIONS:  (Other duties may be assigned)



  • Demonstrates and facilitates effective departmental communications.
  • Has excellent telephone etiquette. Consistently answers telephones promptly and courteously. Remains calm even when there are several phone calls received at a time.
  • Routes telephone communications or information accurately and promptly to appropriate recipients. (i.e. surgeons'/patient's requests)
  • Generates case carts & call slips accurately and send/arrange patient transport safely and in a timely manner.
  • Demonstrates sound knowledge in medical terminology as evidenced by accurately spelling medical terms when scheduling surgical procedures.
  • Demonstrates excellent guest/customer relations skills. (Communicates with patients/families/guests with compassion.)
  • Effectively answers customer/guest questions.
  • Fax information appropriately and as necessary.
  • Maintains patient privacy and the Patient Bill of Rights
  • Respects organizational communications.
  • Listens to instructions & follows directives accurately.


  • Maintains information and documentation in support of hospital operations
  • Verifies information accurately
  • Maintains all computer data accurate and keeps them current. (i.e. patient charges, tests, supply orders, and physicians orders)
  • Effectively schedules surgical procedures to minimize wasted time.
  • Maintains and update the surgical call books accurately.
  • Delivers requests and required reports in a timely manner.
  • Complies and enforces all scheduling/cancelling policies and procedures.
  • Independently consult/utilize resources to accomplish assigned tasks.
  • Assists in maintaining procedure and preference files.
  • Reviews patient logs and nursing logs for accuracy of information /charges.

3.      CLERICAL

  • Effectively performs clerical functions in support of customer needs and departmental operations
  • Schedules/Cancels surgical procedures & maintains schedule accurately. 
  • Accurately types the surgery schedule/documents, reports and any correspondence.
  • Accurately prepares copies of the surgery schedule or any document for distribution.
  • Able to troubleshoot basic office machines and equipment
  • Maintains the clinic schedule for one or more electrophysiologists or other assigned physicians.
  • Ensure patient information is accurate in patient and computer records


  • Effectively coordinates activities in support of departmental operations.
  • Acts as liaison between physician offices, supervisors, OR and cath lab staff, surgeons, anesthesia leadership and staff and other house personnel.
  • Promotes collaboration among team members.
  • Promotes wise use of resources for cost containment.
  • Acts as resource person for OR and cath lab staff concerning the surgery and cath lab schedules and in the use of office equipment (i.e. Fax machine). 
  • Works closely with electrophysiologist(s) and nursing staff to ensure appropriate scheduling and follow-up for clinic and hospital patients.


Education:  Requires a high school diploma, GED, Metropolitan test or equivalent.


Experience:  Requires at least one (1) year of experience in a medical office, preferable in a scheduling role. Experience in cardiovascular procedures within a hospital setting is also preferable.  


Physical Requirements:  Must be able to hear normal sounds with some background noise.  Must be able to see with or without corrective lenses.  Must have ability to perform tasks that deal with weights up to twenty-five (25) pounds.  Must be able to sit or stand for long periods of time; up to four (4) hours.  Must be able to perform tasks which require climbing, crouching, fingering, and kneeling, reaching, stooping, and repetitive movement. Must possess demonstrated skills in computer operations, attention to detail, the ability to multi-task, and excellent communication skills.


Skills:  Demonstrates excellent interpersonal skills and readily adapts to rapidly changing events in the clinic and hospital environments.  Ability to communicate and work closely with physicians, hospital department directors and managers, clinic directors and managers, nurses, other staff, and patients. Must have the ability to use multiple computer systems concurrently.


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