Description

POSITION TITLE: Medical Office Coordinator

REPORTS TO: Chief Operating Officer

CLASSIFICATION: Non-Exempt

FUNCTION: Oversees Front Office and Patient Experience

OVERVIEW

The Medical Office Coordinator is the welcoming face of our clinic. This position plays an important role in creating an exceptional experience for our patients and families while supporting the daily operations of our front office. The ideal candidate enjoys working with children and families, thrives in a fast-paced environment, communicates professionally, and takes pride in keeping the clinic running smoothly. This position works closely with our therapists and our Patient Services Coordinators to ensure an outstanding patient experience from arrival through departure.

ESSENTIAL JOB FUNCTIONS:

• Onboard new patients: review policies, collect forms, and schedule evaluations. 
• Manage patient check-in and check-out procedures accurately and efficiently.
• Answer incoming phone calls and direct inquiries appropriately.
• Assist patients and therapists with scheduling requests.
• Collect co-payments and other patient payments in accordance with clinic procedures.
• Verify and update patient demographic, contact information, and schedule availability. 
• Maintain, manage, and update therapists schedules including rescheduling cancellations and no-shows.
• Scan documents and process incoming and outgoing medical records requests.
• Utilize the clinic's Electronic Medical Record (EMR) system for patient registration, scheduling, and documentation.
• Verify insurance eligibility and benefits. 
• Monitor office and supply inventory and coordinate ordering as needed.
• Communicate effectively with therapists, patients, families, and administrative staff.
• Process and track new referrals. 
• Perform other front office administrative duties as assigned.

Requirements

Required

• Previous experience in a medical, dental, veterinary, or other healthcare office.
• Experience with patient scheduling and front desk operations.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Professional verbal and written communication skills.
• High level of professionalism, reliability, and confidentiality.
• Basic computer proficiency and willingness to learn new software systems.
• Ability to work independently while collaborating effectively with the team.
• Team player with a high ownership mentality.

Preferred

• Experience using an Electronic Medical Record (EMR) system.
• Experience working with children and families.
• The ability to problem solve and think critically