Office Coordinator N​/E

Reports to the Director/Office Supervisor/Practice Manager. In collaboration with the Director/Office Supervisor/Manager, is responsible for the effective coordination of all operational support functions of the assigned facility and performs duties necessary to maintain a smooth functioning and efficient physician office. Responds to daily operational issues when the Office Supervisor/Site Manager is absent or unavailable.

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

• Assist with the management of support staff and the day-to-day operations of the assigned facility.
  • Arrange for temporary personnel as necessary, assist with staff scheduling and processing time cards in a timely manner.
  • Assist with supervision of all support staff.
  • Participate in the compilation of information for employee performance appraisals; assist with employee relations matters, such as corrective actions and progressive discipline.
  • Assist the Supervisor/Manager with interviewing prospective new employees; provide new employee orientation sessions.
  • Collaborate with the Supervisor/Manager to develop training and education for staff.
  • Utilize knowledge of electronic medical records to train staff on updates or changes.
  • Utilize knowledge of the practice management system to train staff on updates or changes.
  • Perform duties of any non-clinical staff as needed.
• Assist with maintaining a smooth functioning and efficient physician office.
  • Participate in the budget process with the Office Supervisor/Site Manager; assist with effective management and control of expenses.
  • Order, track and maintain an inventory of supplies.
  • Assist with decisions on selecting vendors and purchasing supplies/equipment.
  • Review charge posting and coding for accuracy.
  • Ensure the practice captures all necessary patient data, insurance and other information to properly bill and collect fees.
  • Supervise daily deposits, ensuring accuracy and timeliness.
  • Work closely with Office Supervisor/Site Manager on accounts payable processes.
  • Handle all mail and correspondence.
  • Assist with identification of maintenance and repair matters pertaining to building and grounds.
  • Assist in monitoring the telephone system, patient call reports/statistics and the answering service.
• Provide seamless operation of the physician office to promote ongoing effective customer service.
  • Collaborate with the Supervisor/Manager on marketing and advertisements for the site.
  • Respond immediately to patient concerns and/or complaints; ensure patients are treated in a friendly, highly effective manner.
  • Perform follow-up and ensure timely resolution of customer service matters, seeking assistance from the Site Manager as necessary.
  • Keep the Supervisor/Manager apprized of issues with potential to disrupt service.
  • Collaborate with the Director/Supervisor/Manager to address physician issues.
  • Serve as the communication resource, especially in the absence of the Office Supervisor/Site Manager.
• Play a key role in information services development of the physician office.
  • Make changes to the physician appointment scheduling template.
  • Assist in developing plans for hardware and software needs.
  • Promote timely implementation of information systems changes.
  • Verify staff are adequately trained on the practice management, electronic medical record and phone systems.

• Enhances professional growth and development in the assigned area and maintains high level of CPT, ICD-9-CM and HCPCS coding skills by attending in-services and conferences as approved.

• Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by updating the Supervisor/Manager in a timely manner about unusual situations requiring additional assistance or support; participate in continuous quality improvement and perform other job-related duties as assigned.

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department-specific education within established time frames.
• Completes annual employee health requirements within established time frames.
• Maintains license/certification, registration in good standing throughout the fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Utilizes universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance; complies with established organization and department policies.
• Available to work overtime and additional shifts when required.

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance…