Office Coordinator - Mary Immaculate Hospital

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Scheduled Weekly Hours: 40

Work Shift: Days/Evenings (United States)

About Our Organization

As a faith-driven and patient-centered organization, we are dedicated to improving the health and wellness of individuals in mind, body, and spirit through outstanding patient care. Achieving this mission necessitates a culture rooted in compassion, teamwork, excellence, and respect. We seek individuals who embody our core values of compassion, human dignity, integrity, service, and stewardship, fostering an environment where team members thrive and communities flourish.

Position: Office Coordinator – Mary Immaculate HospitalJob Overview:

The Office Coordinator is responsible for managing the services of the assigned practice while also fulfilling the roles of a Medical Assistant or Front Desk staff for a designated percentage of time, depending on practice volume. This role involves overseeing the work of all office personnel and administrative tasks, ensuring compliance with clinical and clerical regulatory standards.

Key Responsibilities:

• Exhibit and fulfill competencies and skills as detailed in the departmental skills/competency checklist on an annual basis.
• Organize, prioritize, and coordinate the tasks of others; uphold confidentiality of sensitive information; monitor quality control standards; identify issues and propose solutions; communicate effectively both verbally and in writing.
• Stay informed about all departmental policies, procedures, functions, and EMR to make informed decisions with guidance from the APM regarding all aspects of the practice.
• Collaborate with providers to ensure strong Press Ganey Patient Experience scores, implementing processes at sites when scores fall below benchmarks.
• Support and communicate initiatives such as PCMH, EMMI, Tel-Assurance, and Meaningful Use.
• Prepare patients and equipment for examinations and procedures, apply/remove dressings, and administer treatments under the supervision of a physician. Manage medical supply inventory, maintain the physician’s call schedule, and coordinate all surgeries and procedures with the OR as necessary. Provide phone triage for same-day appointment scheduling.
• Answer phone calls, direct inquiries to the appropriate personnel, collect co-payments and deductibles at the time of service, check in patients, and schedule new and returning patient visits.
• Oversee daily posting of all charges and receipts, ensuring all encounter forms are accounted for and obtaining any missing charge information. Accurately post CPT and ICD-9 codes, paying attention to procedure modifiers and the appropriateness of diagnosis codes. Balance receipts and deposits at the end of the day.
• Verify insurance coverage and obtain necessary authorizations from insurance providers for procedures, tests, and therapies. Inform the physician or assistant of any pre-certification issues.
• Prepare charts for scheduled patients, ensuring all required reports, faxes, and notes are included, and file charts accordingly. Adhere to HIPAA guidelines for the release of medical records and manage chart thinning per office schedule in compliance with retention regulations.
• Train new employees at the site and provide re-training as needed.
• Establish and maintain effective working relationships with clinical and clerical staff, physicians, administrative personnel, and patients.

This document does not encompass all responsibilities, skills, duties, requirements, or working conditions associated with the role. Employees may be asked to perform additional job-related tasks as directed by their supervisor, subject to reasonable accommodation.

Qualifications:

• Education: High School Diploma or GED (required); Bachelor’s degree (preferred)
• Licensure/Certification: BLS Basic Life Support – American Heart Association (required)
• Experience: 1-2 years in healthcare (preferred); 1-2 years in customer service (preferred); experience in various pre-access areas (scheduling, pre-registration, financial clearance) is preferred.

Compensation:

Salary Range: Minimum: $18.11, Maximum: $27.17

What We Offer:

• Competitive salary, incentives, referral bonuses, and a 403(b) plan with employer contributions (when eligible).
• Comprehensive medical, dental, vision, and prescription coverage, along with HSA/FSA options, life insurance, mental health resources, and discounts.
• Paid time off, parental leave, FMLA leave, short- and long-term disability, and backup care for children and elders.
• Tuition assistance, professional development, and support for continuing education.

Benefits may vary based on market conditions and employment status.

Department:

OP Rehab Clinic - Mary Immaculate

We are committed to adhering to all Federal and State laws, as well as the requirements of 41 CFR 60-1.4(a), 60-300.5(a), and 60-741.5(a). Therefore, all applicants will be considered for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not face discrimination based on disability. If you would like to view a copy of our affirmative action plan or policy statement, please inquire. If you are an individual with a disability and require reasonable accommodation during the employment selection process, please reach out to our Talent Acquisition Team.