Office Coordinator

Overall Responsibility:

The Office Coordinator is the first point of contact for patients entering the clinic and plays a key role in providing exceptional patient experience. This position is responsible for accurate registration, demographic and insurance verification, collecting payments, preparing charts, and supporting front office operations. A strong customer‑service mindset and attention to detail are essential.

Key Tasks and Responsibilities:

Essential Functions:

• Warmly greets all patients entering the clinic and provides a high-level, “white glove” customer service experience from the moment they walk in.
• Verifies patient identity and applies armbands/wristbands upon arrival.
• Creates and prints wristbands accurately for all scheduled patients.
• Requests and verify a valid photo ID and insurance card from every new patient.
• Ensures all patient demographic and insurance information is accurate and up to date in the Electronic Medical Record (EMR).
• Inputs all information from new patient packets into patient demographic records with a high degree of accuracy.
• Print demographic sheets and prepare charts for the upcoming day’s appointments.
• Confirms that the insurance plan selected in the EMR matches the payer ID and claims address on the patient’s insurance card.
• Runs and documents insurance eligibility prior to or at the time of service.
• Collects co-pays, outstanding balances, and any required payments at check-in.
• Provides receipts and documents payments according to clinic procedures.
• Assists in answering incoming phone calls and routing them appropriately.
• Provides general assistance to patients, visitors, and clinical staff as needed.
• Performs other duties as assigned.

Non-Essential Functions:

• Actively supports and upholds the mission and core values of the Hospital.
• Remains knowledgeable of and follows Hospital policies.
• Always maintains confidentiality of patient and hospital information.

Experience Required:

• Prior experience in medical registration, patient access, medical reception, or related healthcare office role preferred.
• Strong customer service and communication skills.

Environmental and Physical Requirements:

• Must be able to read and speak English fluently.
• Cognitive skills for math, reading, computer skills, and communication skills to interact effectively with the public and peers.
• Vision requirements: near, mid-range, far, and accommodation.
• Hearing requirements: low, medium, and high-pitch sounds.
• Minimal up and down activity may be required.
• Job risks include exposure to computers for 6-7 hours per day with typing activities.
• Lifting requirements: 20-30 pounds maximum.

Equal Employment Opportunity (EEO) & Americans with Disabilities Act (ADA) Statement:

Our hospital is committed to fostering an inclusive and diverse workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable law. Additionally, we provide reasonable accommodation for qualified individuals with disabilities in the application and employment process. If you require assistance or accommodation due to a disability, please contact Human Resources so that we can engage in an interactive process to determine appropriate accommodation

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.