Clinic Office Coordinator

Description

POSITION SUMMARY 

As the Clinic Office Coordinator, you will manage the daily administrative operations of the medical clinic, ensuring smooth and efficient workflow. You will be responsible for patient scheduling, record maintenance, and handling billing and insurance processes. You will also serve as the first point of contact for patients, requiring strong interpersonal and communication skills. Your primary role is to provide exceptional customer service and ensure a smooth and positive experience for patients overall.  

POSITION SUMMARY EXPANDED:

Under the Oklahoma Medical Marijuana and Patient Protection Act, (“The Unity Bill”) this position is considered a “Safety-sensitive position. “Safety-sensitive” is defined to include “any job that includes tasks or duties that could affect the safety and health of the employee performing the task or others.” Employees working in “safety-sensitive” roles are subject to this exception and subject to disciplinary action in the event of a positive test for marijuana or its metabolites.

ESSENTIAL DUTIES AND JOB RESPONSIBILITES

The essential functions include, but are not limited to the following areas:

Patient Check-In and Registration:

• Greet patients upon arrival and guide them through the check-in process.
• Collect and verify patient information, insurance details, and medical history.
• Ensure all necessary forms and documents are completed accurately.
• Verify accurate and up-to-date information.

Appointment Scheduling:

• Schedule and confirm patient appointments, including follow-up visits.
• Coordinate with healthcare providers to accommodate patient preferences and ensure efficient scheduling and patient care.

Insurance Verification:

• Verify patient insurance coverage and eligibility.
• Explain insurance benefits and assist patients with insurance-related inquiries.

Billing and Payments:

• Calculate and collect co-pays, deductibles, and outstanding balances.
• Assist patients with billing questions and resolving payment issues.

Record Management:

• Maintain accurate and up-to-date patient records in electronic health record (EHR) systems.
• Ensure patient privacy and compliance with healthcare regulations, such as HIPAA.

Customer Service:

• Provide friendly, professional, and empathetic customer service.
• Address patient concerns and resolve any issues they may have.

Communication:

• Answer phones, respond to patient inquiries and facilitate communication between patients and healthcare professionals.
• Effectively communicate with healthcare providers, staff, and patients regarding appointments, schedule changes, and other relevant information.

Administrative Support:

• Assist with various administrative tasks as needed, such as data entry, filing, and maintaining office supplies.

Compliance:

• Adhere to healthcare regulations, privacy laws and confidentiality policies.

Office Operations:

• Maintaining a clean and organized workspace, managing inventory and ensuring smooth daily operations.

Requirements

EDUCATION & EXPERIENCE REQUIREMENTS

• High school diploma or equivalent
• Previous experience in a clinical or urgent care/primary care setting is an asset.
• Knowledge of medical terminology and basic clinical procedures preferred.
• Attention to detail and commitment to patient confidentiality.
• Ability to work in a fast-paced environment and handle multiple tasks simultaneously.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• Demonstrated competence in reacting to and handling emergencies.
• Able to work collaboratively with multiple health professionals in a busy and complex environment using tact, diplomacy, and discipline.
• Ability to understand and adhere to established policies, procedures, and protocols.
• Commitment to excellence and high standards
• Excellent written and oral communication skills
• Strong organizational, problem-solving, and analytical skills
• Ability to manage priorities and workflow
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Acute attention to detail
• Ability to work independently and as a member of various teams and committees
• Strong interpersonal skills.
• Good judgement with the ability to make timely and sound decisions
• Creative, flexible, and innovative team player

PHYSICAL DEMANDS AND WORK ENVIRONMENT 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to work inside a clean, well-lit, and well-ventilated laboratory. While performing the duties of this position, the incumbent is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus. The noise level in the work environment is usually moderate. The employee may be exposed to some hazards such as radiation, bodily fluids that may contain disease, and fumes from laboratory chemicals.