Front Office Coordinator

Responsible for directing front office functions with a demonstrated need for additional coordination in alignment with the CEO, Director of Clinical Services, and the Director of Physical Therapy. Facilitates workflow that promotes ease of patient access and efficiency of workflows to ensure personalized, high-quality care, and patient experience.

DUTIES INCLUDE BUT NOT LIMITED TO:

• Directly responsible for the efficiency and quality of patient experience relating to patient access via online scheduling, inbound phone calls, and in-person encounters; and ease and accuracy of registration processes, including collection of co-pays and deductibles.
• Responsible for the appropriate onboarding and timely, comprehensive orientation of non-provider practice staff members in accordance with organizational standards and shared accountability for first-year non-provider turnover metrics and performance.
• Regularly communicates with staff individually and in staff meetings, emphasizing creating an environment that supports the team, while encouraging and welcoming the voice of all team members.
• Oversees the process of patient registration, insurance verification, scheduling, time of service collections, daily reconciliation, inbound and outbound patient referrals, and patient experience initiatives.
• Manages staff scheduling to daily levels appropriate to volume demands and in accordance with the organization’s care standards and associated operating metrics.
• Assists and provides additional frontline staffing support and coverage to maintain practice operations (answering phones, scheduling, registering patients, etc.).
• Maintains the practice’s front office supply inventory, physical facilities, and core non-provider staffing in ready, functional operating conditions at all times.
• Assists in maintaining patient files, records, and other information.
• Compiles and condenses technical and statistical data for reports and records pertaining to operational priorities such as scheduling and volume, cancelation and no-show opportunities, etc.
• Ensures any patient complaints are handled appropriately and timely (initial response same or next day; findings shared with appropriate members of practice, physicians and executive leadership).
• Participates in professional development activities, including registering as a member of MGMA paid for by the Practice, and other offerings critical to continued development and readiness for advancement, including (but not limited to) activities such as targeted learnings such as “lunch and learn” sessions hosted at the practice and other online learning resources (HealthStream, etc.).
• Maintains strict confidentiality, always adhering to organizational standards for ethics, compliance, and patient privacy.
• Perform other duties as required.

Must adhere to all Austin Sports Medicine policies and procedures.

Required Qualifications:

• Education: High school diploma or GED required. A bachelor’s degree from an accredited institution is preferred.
• Experience: Two or more years of experience in a medical office, clinic, or healthcare administrative role. Preferred education will be taken into consideration for experience.
• Technical Proficiency: Experience using Electronic Health Record (EHR) software and Microsoft Office Suite. Athena, Phreesia knowledge preferred.
• Core Competencies: High emotional intelligence, strong multitasking abilities, and excellent verbal and written communication.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of organizational policies, procedures, systems, and objectives.
• Knowledge of clinic office procedures.
• Ability to use computer systems and applications.
• Familiarity with medical practice terminology.
• Ability to use proper grammar, spelling, punctuation, and sentence structure to answer correspondence and prepare reports.
• Ability to plan, organize, delegate, and supervise.
• Ability to evaluate the effectiveness of existing methods and procedures.
• Ability to operate office equipment.
• Ability to communicate effectively with patients, clinical and administrative staff, and the public.
• Ability to interpret, adapt, and apply guidelines, policies, and procedures.
• Ability to react calmly and effectively in emergencies.

Join us as a Medical Office Coordinator where your leadership will drive operational excellence while ensuring the highest standards of patient care. Your expertise will help create an organized environment that supports both clinical success and exceptional patient experiences.