Temporary Front Office Coordinator

PACIFIC UNIVERSITY • Forest Grove, OR

8d • Onsite

About The Position

Provide customer service to clients and administrative support to students, faculty, and staff. Support clinic directors in administrative duties. The Front Office Coordinator is the voice, face, and point person for the different actors working at or receiving services from the clinic. Position is full time, in person, Monday through Friday, 8am to 5pm. Preference will be given to bilingual Spanish speaking candidates.

Requirements

• Previous experience in a healthcare setting preferred.
• Experience in customer service, managing financial transactions, and knowledge of HIPAA confidentiality standards.
• Experience with computer programs/applications.
• Excellent interpersonal skills and the ability to respectfully and effectively communicate with patients, students, faculty, and staff.
• Demonstrated ability to format business and professional papers and correspondence, good spelling, grammar, and punctuation skills.
• Ability to maintain confidential information according to HIPAA, University, department and professional guidelines
• Must be self-directed, detail-oriented, organized, adaptable, able to prioritize and multi-task and possess critical thinking skills.
• 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

• Preference to those familiar with MS Office, Epic, Box, Google Suite.
• Bilingual Spanish preferred

Responsibilities

• Provide professional service for clients, students, directors, faculty, and supervisors.
• Prepare the clinic for daily business.
• Maintain an organized front office and records room.
• Process and distribute incoming mail and faxes.
• Update and create office forms and announcements as assigned.
• Attend staff meetings and other meetings as designated by the director.
• 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.
• Schedule new and established patient appointments on the computerized scheduling system.
• Manage and oversee new patient intakes and connect new patients to providers.
• Triages and accurately documents telephone calls from patients, including urgent health concerns, medication refill requests, and general inquiries directing them to appropriate staff/provider.
• 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 route 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, MyChart sign-up, and referral information.
• Reconcile clinic payments and deposits on a daily basis and process deposits/transmittals to the Business Office if assigned.
• Maintain expert-level Epic/EMR to help patients and clinical staff with appointments, payments, and secure communication.
• Process incoming patient forms through the EMR system.
• Perform timely EMR scanning of documentation.
• Manage EMR upgrades and weekly changes, serving as the designated “Subject Matter Expert” for the scheduling module and 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 archives.
• Lead role on clinic professionalism
• Work with the student administrative assistant team (work-study students).
• Performs other duties as assigned.

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, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed