Office Coordinator

Description

Job Supervisory Responsibilities: General supervision over staff at set location.

General Job Summary: Supervise/oversee the general operations of the front and back office staff as well working as part of the team. Responsible for providing overall management of day to day operations of the office.

Essential Job Functions:

• Supervises Clinic, Procedure Schedulers, and Imaging, including participating in their hiring, training and evaluation to ensure the most efficient matching of physician /clinician availability and patient preferences for time and date.
• Perform as a working team member of the staff either in front office or clinical area.
• Works closely with the Director of Operations for scheduling issues of staff and physicians.
• Maintain provider template within the practice management system.
• Oversees ordering and maintaining of office and clinical supplies.
• Maintains the petty cash drawer.
• Ensures the accuracy of the daily balancing of the front office tickets.
• Establish and maintain effective working relationships with patients, providers, and co-workers.
• Ensures the proper daily and overall staffing for the location.
• Handles customer questions and complaints.
• Adheres to all organization and department policies and procedures (includes policy handbook) to contribute to the efficiency of the office and organization.
• Oversee clinical co-ops, externs or volunteers.
• Assigns duties and responsibilities.
• Work as a member/leader of special or on-going projects that are important to area/process or corporation improvement.
• Complies with company policies and procedures: promotes and complies with accreditation body standards of care.
• Responds and resolves employee relation issues and addresses disciplinary and/or performance problems according to company policies.
• Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, available for customers, follows procedures to solve customer problems, understands company products and services, maintains professional image.
• Manages the activities of the day by staff, patients, students, and providers to assure a smooth, efficient patient flow through the clinic.
• Ensures compliance for clinical area with HIPAA, OSHA and safety standards and regulations.
• Ensures licensures are current and up to date.
• Performs other duties that may be necessary or in the best interest of the department/practice.

Requirements

Knowledge:

• Knowledge of body mechanics.
• Knowledge of electronic health records and practice management systems.
• Knowledge of HIPAA, OSHA and safety guidelines Knowledge of medical practice care and terminology.
• Knowledge of examination, diagnostic, and treatment room procedures

Skill:

• Strong leadership skills Proven business skills.
• Strong tactfulness with interpersonal relationships.
• Strong critical thinking skills.
• Strong customer service skills.

Ability:

• Ability to change as organization and healthcare industry indicates.
• Ability to work independently with minimal or no supervision.
• Must be able to function in a team-oriented environment.
• Must be flexible, reliable and demonstrate initiative and sound judgment.
• Attendance is crucial to this position.
• The ability to develop and motivate a team and ability to provide and support a vision and direction is required.
• Ability to function in a team-oriented environment.

Education/Experience:

• High School Diploma or equivalent.
• Associate’s degree preferred, business administration, or related field.
• Supervisory experience in Medical Office one year required.
• Five years of medical office experience is preferred.

Travel to other locations as designated. Evening hours and some weekends will be worked as designated by practice. Position requires a flexible schedule.

Equipment Operated: Standard office.

Work Environment: Office environment.

Mental/Physical Requirements: Varied activities including standing, sitting, bending, and lifting occasionally up to 50 pounds. Considerable walking to consult with coworkers and staff.