Front Office Coordinator- Audiology

PACIFIC UNIVERSITY • , OR

4d • Onsite

About The Position

Supervise front desk operations and patient registration at Pacific Ear Clinic in Hillsboro. Provide customer service to clients and administrative support to students, faculty, and staff. Support clinic leadership in administrative duties. The Clinic Coordinator is the voice, face, and point person for the people working at or receiving services from the clinic. The position is full time, in person, Monday through Friday, 8am to 5pm.

Requirements

• BA degree preferred, administrative experience required.
• Experience in customer service, managing financial transactions, and knowledge of HIPAA confidentiality standards.
• Experience preferred with computer programs/applications including Office XP, Word, Excel, Outlook, EMR systems, Box, Google Suite.
• Bilingual Spanish speaker is required.
• Excellent interpersonal skills and the ability to respectfully and effectively communicate with students, faculty, staff, and patients.
• Punctuality and consistent, daily attendance are critical requirements for this role.
• Demonstrated ability to format business and professional papers and correspondence, good spelling, grammar, and punctuation skills.
• Demonstrated ability to maintain confidential information according to HIPAA, University, department and professional guidelines.
• Must be self-directed, detail-oriented with demonstrated organizational skills.
• Demonstrates flexibility, resilience, and sound critical thinking skills when managing change and ambiguity.
• Ability to develop and maintain a positive, professional relationship with students, faculty, clients, staff and the general public.
• Able to multi-task, prioritize, be flexible and adjust to changing job demands throughout the day.
• Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

Nice To Haves

• Healthcare experience is preferred.

Responsibilities

• Supervise and oversee day-to-day front desk operations.
• Provide professional service for clients, students, directors, faculty, and supervisors.
• Upon arrival, prepare the clinic for daily business.
• Maintain an organized front office and records room.
• Process and distribute incoming mail and faxes.
• Purchase office supplies and manage leased office equipment and maintenance.
• Update and create office forms and announcements as assigned.
• Perform other related duties as assigned/needed by leadership.
• Attend staff meetings and other meetings as designated by leadership.
• Serve as the main point of reception for patients, assisting with check-in and check-out.
• Operate a multi-line phone system according to clinic protocols.
• Manage the clinic schedule for all providers, including EMR templating and appointment scheduling.
• Schedule new and established patient appointments on the computerized scheduling system.
• Triage and accurately document telephone calls from patients, including urgent concerns and general inquiries directing them to appropriate staff/providers.
• Continuously monitor patient flow for optimum efficiency and to reduce patient wait time.
• Manage and oversee registration of all new patients and patient account setup.
• Gather and record required patient information (demographics, insurance, etc.) and record it appropriately.
• Confirm health insurance coverage to ensure accurate billing and effectively communicate financial obligations to patients.
• Responsible for coordination/ obtaining referrals and prior authorizations from insurance.
• Process outgoing patients, including collection of fees, insurance forms, follow-up appointments, EMR portal sign-up, and referral information.
• Reconcile clinic payments and deposits on a daily basis (running EMR end-of-day report, balancing cash/money receipts).
• Process deposits/transmittals to the Business Office; enter patient charges to the Business Office account.
• Manage insurance authorizations, denials, and requests for information.
• Maintain expert-level EMR knowledge to help patients and clinical staff with appointments, payments, and secure communication.
• Process incoming patient forms (consents /records, health history) through the EMR system.
• Perform timely EMR scanning of documentation (outside provider records, labs, X-ray/imaging).
• Manage EMR upgrades serving as the designated “Subject Matter Expert” for the scheduling module and EMR patient portal.
• Support clinic leadership in all areas of HIPAA compliance and ensure the clinic space protects patient privacy by complying with HIPAA and state regulations.
• Serve as the Medical Records Technician—process and execute routine Requests for Information (ROI).
• Maintain records on closed files, coordinate file retrieval, and maintain records for files transferred to Iron Mountain Archives.
• Lead role on clinical professionalism; assist clinic leadership to train and support students.
• Supervise, train, and schedule the student administrative assistant team (work-study students).
• Assist leadership in tracking student professionalism and compliance with clinic policies.
• Bilingual Spanish speaker to facilitate connections between Spanish-speaking patients and bilingual student clinicians, creating an environment that values diverse perspectives and backgrounds.
• Manage and oversee new patient intakes and connect new patients to providers.
• Performs other related duties as assigned.
• Assist in the maintenance and updating of clinic manuals.

Benefits

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree