Administrative Operations Coordinator

Job Summary

We are seeking a dynamic and highly organized Administrative Operations Coordinator to join our team! This vital role involves streamlining office functions, managing administrative workflows, and supporting daily operations to ensure a smooth and efficient workplace. The ideal candidate will bring enthusiasm, attention to detail, and excellent communication skills to foster a productive environment. You will serve as the backbone of our administrative team, handling a variety of tasks that keep our office running seamlessly and supporting our commitment to exceptional service.

Duties

-Provide coverage for administrative roles during call-outs or high-volume periods including traveling to clinics as needed, often with short-notice.

Front Office & Patient Experience
- Greet and assist patients in person and via telephone in a professional and friendly manner
- Answer, direct, and manage incoming calls; take and relay messages
- Present consent forms and obtain required patient signatures
- Scan and upload insurance cards, identification, and required documentation
- Review treatment plans, charges, and payment options with patients
- Collect and process payments accurately
- Maintain a clean, organized, and professional front office and lobby area

Scheduling & Coordination
- Schedule patient appointments, including consults, surgeries, and follow-ups
- Confirm appointments one to two days in advance and follow up on unconfirmed visits
- Manage scheduling email, online requests, and pre-registration processes
- Maintain and update the computerized schedule to ensure provider efficiency
- Communicate schedule changes and updates to clinical and administrative staff
- Establish daily work-in protocols and assist with daily schedule planning
- Conduct monthly patient recall and follow-up communications
- Monitor on-call messages and coordinate patient follow-up

Treatment Coordination & Insurance
- Calculate and present patient treatment estimates
- Enter treatment plans into practice management software
- Verify insurance benefits, including calendar-year maximums prior to procedures
- Communicate with insurance companies regarding patient coverage and benefits
- Answer patient questions regarding treatment and financial responsibility

Referrals, Records & Documentation
- Request, receive, and manage referrals and X-Rays from referring offices
- Scan, upload, and maintain accurate patient records and documentation
- Save and manage online patient information, emails, and website submissions
- Ensure all required documentation is complete prior to patient appointments
- Update patient and referral information in applicable systems

Administrative & Operational Support
- Open and close office (lights, equipment, daily setup and closing procedures)
- Prepare, print, and distribute correspondence (consults, treatment plans, letters)
- Upload and manage electronic documentation and communications
- Balance daily payments, cash, and petty cash
- Perform daily checklists and administrative tasks
- Maintain inventory of office supplies and submit orders as needed
- Assist with pathology specimen tracking and coordination with labs
- Maintain tracking of CTs, implants, and other case-related materials
- Participate in daily team meetings with providers

Pay: $24.00 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $24 - $27