Administrative Coordinator

Heartland Women's Health•Waterloo, IL

50d•$16 - $18

About The Position

Heartland Women’s Healthcare is seeking a friendly, organized Administrative Coordinator to work at the front desk of a medical office. The part-time position is scheduled for 2–3 days per week, with no weekends. The coordinator assists patients and visitors by greeting and checking them in, answering questions, collecting co-pays, processing paperwork, and scheduling appointments. The role also involves maintaining organized records and work areas and helping ensure a welcoming environment for patients. Heartland Women’s Healthcare provides personalized obstetric and gynecologic care through multiple offices in Southern Illinois and St. Louis, Missouri. The organization partners with Advantia Health, which focuses on improving women’s healthcare through coordinated care, convenience, technology, and cost-conscious care models. COVID-19 and flu vaccination, or an approved accommodation, is required as a condition of employment.

Requirements

High school diploma or equivalent.
At least 1 year of experience as an administrative assistant or in a relevant role.
Familiarity with medical terminology, body systems, anatomy, physiology, and concepts of disease.
Excellent organizational and time-management skills.
Punctuality and excellent attendance.

Nice To Haves

Completion of a certificate program in the medical field.

Responsibilities

Greet patients and visitors promptly, courteously, and helpfully.
Schedule appointments in person or by telephone to support patient satisfaction, provider time, and treatment-room utilization.
Keep appointments on schedule by notifying providers of patient arrivals, reviewing service delivery against the schedule, and reminding providers of delays.
Support and reassure patients by anticipating anxieties, answering questions, and maintaining the reception area.
File and retrieve patient records to ensure treatment information is available.
Maintain patient accounts by obtaining, recording, and updating personal and financial information.
Have patients complete the Patient Information Packet, including applicable payment, HIPAA, demographic, and protected-health-information consent forms.
Record and collect patient charges, manage credit extended to patients, and file, collect, and expedite third-party claims.
Maintain office inventory and equipment by monitoring stock, anticipating supply needs, placing and expediting orders, verifying receipts, and scheduling service and repairs.
Respond to emergencies to help patients in distress.
Protect patient rights by maintaining confidentiality of personal and financial information.
Follow office policies and procedures and report needed changes.
Contribute to the team by completing related duties as needed.