Office Coordinator (Pediatric Medical Office)
Willow Tree Pediatrics of Lexington is seeking a highly organized, proactive Office Coordinator to lead the day-to-day operations of our pediatric medical office. This is a key leadership role for someone who thrives on ownership, problem-solving, and creating a smooth, welcoming experience for patients, families, providers, and staff.
The Office Coordinator serves as the operational backbone of the practice—overseeing front office workflow, supporting the provider, coordinating staff coverage, and ensuring the office runs efficiently and professionally each day.
Key Responsibilities
Office & Operations Management
- Serve as the primary on-site coordinator responsible for the daily functioning of the office
- Prioritize exceptional patient service as the office’s top commitment
- Coordinate office workflow, staffing coverage, and administrative support to ensure seamless operations
- Act as the main liaison for facilities, security, maintenance, emergency preparedness, and building access
- Maintain a clean, organized, and welcoming reception and office environment
Staff Coordination & Support
- Coordinate schedules, coverage, and time-off requests in accordance with policies
- Assist with onboarding and orientation of new hires
- Communicate attendance, performance, or personnel-related concerns to the provider
- Support medical assistants and front desk staff with projects and overflow needs
Administrative Leadership
- Support the provider with administrative tasks including scanning, copying, faxing, scheduling, and technical assistance
- Answer and route incoming calls professionally
- Greet patients and vendors with warmth and professionalism
- Schedule appointments, meetings, and vendor visits; assist with agendas and meeting minutes
- Order and maintain office supplies, samples, and inventory
- Track purchases and assist with basic budget monitoring
Insurance, Billing & Patient Accounts
- Manage insurance billing processes, including claim submission, payment posting, and ledger maintenance
- Post insurance and patient payments accurately to patient ledgers
- Review, reconcile, and address outstanding balances and discrepancies
- Discuss reasons for ledger balances with parents and guardians in a clear, professional, and compassionate manner
- Explain insurance Explanation of Benefits (EOBs) to parents and assist them in understanding coverage, patient responsibility, and next steps
- Provide general information and answer questions regarding patient accounts
Compliance & Documentation
- Provide administrative support for insurance renewals, accreditation, and regulatory reporting
- Assist with clinical affiliation agreements and related documentation
Additional Duties
- Assist with holiday decorating and office events
- Handle special projects and other duties as assigned
Qualifications
- Bachelor’s Degree (Required)
- Minimum of 1 year of medical office administrative or medical office coordinator experience(Required)
- Strong organizational skills with the ability to prioritize and manage multiple tasks under time constraints
- Tech-savvy with strong experience using Google Calendar and the ability to learn EHR systems (Veradigm experience a plus)
- Excellent written and verbal communication skills
- Professional, confident, and courteous demeanor with patients, families, staff, and vendors
- Critical thinker with sound judgment and comfort navigating ambiguity
- Passion for pediatrics and a genuine desire to support children and families
What We’re Looking For
- A self-starter who takes ownership and pride in running an office well
- Someone eager to grow personally and professionally
- A calm, mature presence who handles people and challenges with integrity and confidence
Benefits
We offer a supportive culture along with competitive benefits, including:
- 80 hours of PTO annually, increasing with tenure
- Medical insurance
- Retirement plan with matching
- Holiday pay
Job Type: Full-time
Pay: $21.00 - $29.00 per hour
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
