Under the supervision of the Operations Manager, the Office Coordinator is responsible for the overall directing, scheduling and coordinating of staff, patient services training and the day-to-day clinical activities of the office. Monitors clinic and administrative operations and objectives to ensure that services are being provided in the most effective way and recommend changes which may improve quality of service.
Responsibilities & Duties:
- Provides day-to-day support and direction to team members, including managing new hire orientation activities, assessing training needs and establishing mentoring relationships. May participate in interviewing and assessing applicants at the discretion of the Operations Manager.
- Documents performance related concerns of staff members and communicates those to Operations Manager.
- Directs all clinical and non-clinical support staff and activities of the facility; assigns and distributes work and tasks; assesses and determines priorities; maintains adherence of monthly staff working schedules (including applicable break periods) and works in partnership with the Operations Manager to develop and finalize the staff schedule; performs other personnel related tasks in collaboration with the Operations Manager.
- Communicates the importance of attitude, attendance, punctuality, accuracy and professionalism in achieving our company’s goals and objectives and empowers staff to manage their performance in each of these areas. Promotes and develops teamwork within the office.
- Maintains and improves office policies and procedures to ensure maximum productivity, efficiency and patient satisfaction. Ensures that all staff understand the company’s financial policies related to managing the front office of the practice (end of day process, petty cash, payments and receipts, etc.).
- Responsible for assigning the task or making daily deposits to the appropriate bank.
- Maintain departmental front office operations, monitor and prioritizes workflow, physician schedules and efficient patient flow. Takes corrective action when needed and communicates the corrective action steps to all team members impacted.
- Responsible for reviewing physician scheduling parameters and ensuring consistency and compliance within established organizational standards. Responsible for coordinating patient rescheduling when office closures take place.
- Stresses the importance of Health Information Portability & Accountability Act (HIPAA) compliance in all areas of the office. Reports any suspected breaches within established timelines.
- Receives, addresses and attempts to resolve patient complaints or concerns regarding scheduling, customer service, billing, etc. If not able to resolve the complaint or concern, will forward the issue to the appropriate personnel.
- Demonstrates a professional and courteous demeanor when dealing with patients, referring doctors and co-workers. Treats others with honesty, fairness and respect. Empowers staff to achieve high patient satisfaction within operating guidelines.
- Responsible for inventory management for the front office. Accepting, monitoring disbursement and preparing ordering requests. Forwarding purchasing requests to the proper personnel by established deadlines. Recommends procurement of new facility equipment and monitors maintenance/repair needs of existing equipment. Serves as the liaison to the Facilities Department for all issues related to maintenance and equipment.
- Responsible for overseeing the processing of Diagnostic Imaging Services requests and maintaining the Imaging Services Log.
- Upon request, completes or assigns the tasks to monitor, track and complete various reports.
- Serves as the liaison between the staff and the management staff. Often times this will involve problem solving office issues on a regular basis.
- Performs regularly scheduled meetings with staff in order to distribute information, explain processes and offer guidance in staff development and instruction. Meetings are also administered in order to gain feedback from staff on areas in need of improvement or processes that are in need of ‘fine tuning’. Once feedback has been given, the Office Coordinator acts as a liaison to staff in delivering feedback to the administration and the resolution of problems.
- Other duties as assigned.
Education/Training/Experience:
- High School Diploma or General Education Development (GED).
- Two years of demonstrated high-level managerial experience in a health care organization.
- Experience in basic medical coding and medical insurance billing is preferred.
Job Type: Full-time
Pay: $19.65 - $29.48 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Education:
- High school or equivalent (Required)
Work Location: In person
