Office Coordinator

About This Role

The Office Coordinator oversees specific areas of the office in collaboration with the Practice Manager, ensuring friendly and efficient patient service, maintaining overall office flow, and working with other supervisors to achieve operational goals.

Responsibilities

• Ensure patients receive friendly, efficient service and supervise medical reception staff
• Plan and implement operational processes for the front desk department
• Manage complex patient reception/medical records problems or insurance issues
• Supervise medical records and reception staff, and potentially clinical staff, to ensure an effective team environment
• Oversee tasks that optimize workflow and provide suggestions for process improvement
• Communicate thoroughly and promptly with office leadership, providers, triage, and staff regarding day-to-day operations
• Maintain regular schedules for reception and medical records staff and manage PTO requests
• Organize and update training materials for new employees
• Oversee the ordering and maintenance of office supplies for the front office
• Assist in hiring and training department staff, conducting performance reviews, and resolving patient/staff issues
• Assist in the development and oversight of the office budget
• Manage clerical audits, both internal and external
• Maintain awareness of provider schedules and facilitate efficient scheduling
• Provide feedback to staff and maintain knowledge of all office services, billing, and managed care basic services
• Ensure Patient Satisfaction survey process is administered according to established procedures
• Perform duties of a Medical Receptionist, including answering phones, scheduling appointments, greeting patients, and verifying insurance

Requirements

• High School graduate or equivalent with applicable college coursework or seminars in management and supervision
• 5 years’ experience in a Medical Office with Reception or Cross-Trained Medical Assisting duties
• Ability to work independently and supervise office staff
• Proficient in medical terminology
• Proficient in operating a standard desktop and Windows-based computer system, including electronic medical records, EPIC, email, e-learning, intranet, Microsoft Word and Excel
• Excellent communication skills (written and verbal)
• Ability to work collaboratively in a team
• Good organizational and time management skills

Qualifications

• High School graduate or equivalent with applicable college coursework or seminars in management and supervision. Prefer Associate’s or Bachelor’s degree in relevant field (Management, Healthcare Administration, etc.)
• Minimum of 5 years’ experience working in a Medical Office, with Reception or Cross-Trained Medical Assisting duties required. Prior supervisory experience strongly preferred.

Nice to Have

• Associate’s or Bachelor’s degree in Management or Healthcare Administration
• Prior supervisory experience
• Credentialed as a Medical Assistant (CMA, RMA, NCMA, CCMA, NRCMA, CMAC) if training Clinical Staff

Skills

* Required skills