Medical Office Coordinator

POSITION: Medical Office Coordinator (JB84)

Who We Are

OptiMed Health Partners optimizes health outcomes and quality of life through personalized and coordinated care. We have been serving patients for over 30 years with a focus on high-quality care in retail pharmacy, specialty pharmacy, and infusion services. The OptiMed Vision reimagines healthcare solutions to achieve unsurpassed value. Our results-oriented culture fosters learning, providing growth opportunities for our employees and exceptional care for our patients in all 50 states.

The Impact of This Role

The Medical Office Coordinator is responsible for overseeing the spravato treatment center and specialty infusion center reception area(s), greeting, and assisting patients and visitors, and performing front desk duties including appointment scheduling, patient registration, and overseeing related collections and account reconciliation.

What You'll Be Doing

The duties and responsibilities of the Medical Office Coordinator include, but are not limited to:

Front Desk Operations and Patient Experience

• Keep the reception area(s) clean, organized, and inviting
• Provide friendly and professional service; in person, over the phone and through written communications.
• Patient check-in and check-out
• Facilitate the patient appointment flow, ensuring they are not waiting unnecessarily.
• Patient registration/intake

Appointment Scheduling and Coordination

• Schedule management for for infusion and Spravato patients.
• Provide out-bound reminder calls to patients.

Insurance, Billing and Collections

• Conduct real-time insurance verifications.
• Process simple medical billing claims.
• Submit for prior authorizations for patient's medication approvals.
• Assist in patient collections.

Administrative and Executive Support

• Data entry
• Processes incoming and outgoing mail and receive deliveries.
• Compiles meeting summaries and executive documents
• Aids in business development projects
• Aids in the ordering of office supplies and maintaining a stocked office for patients and employees.

Compliance and Confidentiality

• Ensures confidentiality of PHI

Who You'll Be Working With

In addition, they will also work closely with the Nurse Practitioner to maintain a comfortable and pleasant patient experience. They will have regular contact with patients, clinical staff, referral sources and industry partners and will maintain a professional appearance and conduct at all times.

Supervisory Responsibilities

The Medical Office Coordinator does not hold any direct supervisory roles.

Skills and Experience You'll Bring to the Table

The Medical Office Coordinator is knowledgeable of Microsoft Office products as well as Electronic Medical Records (EMR) systems, necessary clinical and non-clinical patient documentation, and insurance verifications. They are familiar with common health plans and how to identify important information from an insurance card.

An associates degree and at least two years’ of administration experience within the healthcare industry is preferred. Related experience in medical collections or similar qualifications are highly desirable. Knowledge of Microsoft Office, EMR systems, health plans, and the ability to efficiently manage numerous schedules is a must.

Competencies You'll Bring to the Table

The Medical Office Coordinator must be detail-oriented, organized and have outstanding verbal and written communication skills (individual will be a key contact point for the company regarding patients and industry partners). Must have the ability to work effectively with all levels of the organization, from executives to individual contributors. Must possess strong organizational skills and time management to maximize their productivity and meet deadlines. Individuals should be able to maintain a strict level of confidentiality, demonstrate outstanding judgement, and be able to manage multiple tasks/projects simultaneously.

Work Environment

The Medical Office Coordinator thrives in a fast-paced work environment. Must be able to sit for prolonged periods at a desk and perform work on a computer in an office environment. Minimal lifting as required for office supplies and equipment.

OptiMed Health Partners provides equal employment opportunities to all employees and applicants 

for employment and prohibits discrimination and harassment of any type without regard to race, 

color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual 

orientation, gender identity or expression, or any other characteristic protected by federal, state or 

local laws.  

This policy applies to all terms and conditions of employment, including recruiting, hiring, 

placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and 

training.