Office Coordinator

Position Summary

The Office Coordinator assists with the overall functions in the office and gives direction to staff under the supervision of the medical office manager. Must have strong organizational skills, customer service orientation, time management, computer operation, and confidentiality.

Major Duties and Responsibilities

• Assists office manager with overseeing the daily office operations and delegates as needed.
• Responsible for training new front office staff and responsible for appropriate staff coverage and staff schedules (which includes filling in as needed- must know how to perform all front office duties: checking in/checking out, collecting copays, answering phones, verifying insurance).
• Functions in a multi-disciplinary environment, which requires the application of excellent customer service skills and able to handle all staff/coworker interactions professionally.
• Implements efficient front office procedures as needed.
• Ensure staffing reports to work and inform department managers are advised if staff does not show or is late for work.
• Appointment scheduler on multiple telephone line system.
• Checking in patients for appointments and checking out patients at the end of appointments.
• Verifying insurance and collecting copays and balances.
• Creating patient charts with protected health information.
• Greeting and assisting efficiently and professionally patients and other customers that present to the practice with business other than appointments.
• Assure timely delivery of patient services and maintains strictest confidentiality.
• First point of contact to resolve patient complaints received.
• Accounts Payable duties for the location to include:
  • Monthly reporting of the timeshare schedule to accounting department and Regional Operations Manager for expense purposes.
  • Petty Cash oversight and replenishment, and invoice submission for the site.
  • Monthly financial review of the GL and Trend Report for the location to ensure proper expense allocation and communicating discrepancies to Regional Operations Manager and accounting department.
  • Daily Deposit reporting and submission.
    • Answer patient billing questions, works bad debt delinquent reports (includes delinquent letter preparation and calls to patients), set up budget plans, collect patient balances, prepares fee slips with include insurance verification, and checking patients.
    • CBO liaison regarding insurance issues.
    • Correct front office errors/issues which include educating teams.
• Act as a liaison between the physicians and office manager and clerical staff.

• Functions in a multi-disciplinary environment, which requires the application of excellent customer service skills.
• Perform other duties, as requested.

Knowledge, Skills and Abilities

• Knowledge of computer systems and applications.
• Knowledge of office equipment.
• Knowledge of medical terminology and office procedures.
• Knowledge of grammar, spelling, and punctuation to type from draft copy, review and edit reports, and correspondence.
• Knowledge of basic arithmetic to make calculations, balance and reconcile figures, and make changes accurately.
• Pays strong attention to detail.
• Excellent customer service skills.
• Ability to work scheduled hours as defined in the job offer.
• Ability to communicate effectively and professionally.
• Ability to present information in an organized manner.
• Skill in multi-tasking.

Education / Training / Requirements

• High school diploma or equivalent required.
• One year experience in a medical environment (or)

Physical Demands

• Ability to lift or move equipment.
• Ability to stand and walk for limited periods of time; sit for extended periods of time.
• Ability to enter data into a computer via a keyboard.
• Ability to occasionally reach, bend, stoop and lift up to 30 lbs. *
• Ability to grasp and hold up to 30 lbs.*
• Ability to occasionally squat and lean over.
• Ability to hear normal voice level communications in person or through the telephone.
• Ability to speak clearly and understandably; basic vision, corrected.
• Ability to see and understand data on a computer screen.

Success Factors

• Alignment with Company Mission and Core Values
• Excellent Time Management/Organized
• Open Communication/Positive
• Goal Driven
• Excellent Customer Service
• Juggles Multiple Priorities
• Accuracy and Attention to Detail

All statements are essential functions of the position unless identified as non-essential by an asterisk (*).