Administrative Operations Coordinator

Job Summary

The Administrative Operations Coordinator provides cross-functional support across front desk operations, billing support, and administrative functions to ensure the efficient day-to-day operation of Jersey Medical Care. This position serves as a versatile team member who is cross-trained in key operational areas and provides backup coverage for critical business functions during employee absences, peak workloads, and special projects.

The Administrative Operations Coordinator supports patient services, administrative workflows, billing activities, and management initiatives while helping maintain continuity of operations across departments.

This is an excellent opportunity for an individual seeking to build a career in healthcare administration and operations while gaining exposure to multiple areas of a behavioral health practice.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to managers and department leaders as needed
• Assist with special projects, reporting, data entry, and document preparation
• Coordinate administrative tasks and follow-up activities across departments
• Maintain organized electronic and physical files
• Support meeting preparation, scheduling, and documentation
• Monitor shared email inboxes and internal communication channels
• Assist with operational and office management projects as assigned

Front Desk Support & Patient Services

Serve as backup coverage for front desk operations, including:

• Answer incoming patient calls and direct inquiries appropriately
• Respond to patient messages and communications through approved systems
• Schedule, reschedule, and confirm patient appointments
• Review appointment schedules for accuracy and completeness
• Assist patients with registration, intake, and general office inquiries
• Review patient records for accuracy and completeness within the EHR
• Monitor lab portals and communicate information to appropriate staff members
• Collaborate with clinical and administrative staff to support patient experience initiatives

Billing Support

Serve as backup support for critical billing and revenue cycle activities, including:

• Verify patient insurance eligibility and benefits
• Update patient insurance information within the system
• Assist with claim review and claim scrubbing activities
• Monitor payer portals for claim status updates
• Follow up on outstanding claims, denials, and billing inquiries
• Assist with payment posting support and billing documentation
• Support billing workflow coordination with internal staff and external billing partners
• Escalate billing issues to the Billing Manager or Revenue Cycle Lead as appropriate

Workflow & Operational Coordination

• Provide cross-departmental support during employee absences, PTO, and leaves of absence
• Monitor assigned tasks and ensure timely completion
• Assist with process improvement initiatives and operational efficiencies
• Support implementation of new procedures, systems, and workflows
• Maintain confidentiality of patient, employee, and company information
• Identify operational issues and escalate concerns appropriately

Non-Daily / Periodic Responsibilities

Credentialing & Administrative Maintenance

• Assist with maintaining provider information and administrative records
• Support CAQH updates and payer portal maintenance as assigned
• Assist with document collection and record management

Reporting & Projects

• Support managers with reporting and data collection
• Participate in departmental meetings as requested
• Assist with operational audits and quality review activities
• Support organizational initiatives and special projects

Required Skills & Qualifications

• High School Diploma or equivalent required
• Associate degree or healthcare administration coursework preferred
• Experience in customer service, healthcare administration, medical office operations, or administrative support preferred
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving and critical-thinking abilities
• Ability to work independently and collaboratively within a team
• Commitment to maintaining confidentiality and HIPAA compliance

Preferred Qualifications

• Experience in a medical office or behavioral health setting
• Familiarity with insurance verification and medical billing processes
• Knowledge of medical terminology
• Experience working with electronic health record (EHR) systems
• Experience supporting multiple departments or managers

Systems Used

• Tebra EHR / Practice Management System
• Paylocity HRIS
• Spruce Secure Messaging
• CAQH Credentialing System
• Insurance Payer Portals
• Microsoft Office Suite
• Google Workspace