Lead Office Coordinator - Sleep Center - Full Time

Indiana Regional Medical Center•Indiana, PA

About The Position

The Lead Office Coordinator supports administrative and operational functions for the Sleep Center. The role coordinates patient communications, appointments, referrals, records, sleep study documentation, and communication among physicians, technologists, medical assistants, and other departments. It also handles department scheduling, payroll, supply ordering, billing and charge-related tasks, productivity tracking, and quality and safety responsibilities. The coordinator serves as the primary liaison for sleep physicians, facilitating workflow improvements and implementing operational changes. Duties may change at any time and are not limited to the activities listed in the job description.

Requirements

High school diploma or equivalent required.
Minimum of 1 year of administrative or medical office experience.

Nice To Haves

Administrative or medical office experience in a clinical or sleep medicine setting preferred.
Knowledge of medical terminology, particularly related to sleep disorders, strongly preferred.

Responsibilities

Answer and route incoming phone calls and messages professionally and promptly.
Schedule, confirm, and reschedule sleep studies, consultations, and follow-up appointments.
Prepare and organize patient charts and records before appointments or sleep studies.
Process incoming referrals and help obtain prior authorizations or insurance verifications when needed.
Maintain department calendars, appointment logs, and staffing schedules as directed.
Greet and check in patients arriving for sleep studies or consultations.
Provide patients with sleep testing instructions and documentation, including preparation for overnight studies and home sleep testing.
Accurately enter patient demographic and insurance information into the electronic health record.
Address patient inquiries or escalate concerns to clinical staff when appropriate.
Assist with transcription, formatting, and distribution of sleep study reports, consultation notes, and physician correspondence.
Track receipt and processing of sleep study results and ensure timely provider review.
Coordinate communication among physicians, technologists, medical assistants, and other departments.
Maintain compliance with HIPAA, patient confidentiality standards, and hospital policies.
Perform coding and billing tasks in Rev Cycle and Guardian.
Create the department's technologist and secretary schedules.
Manipulate and block physician schedules.
Handle payroll.
Order medical materials, storeroom supplies, and Office Depot supplies.
Load schedules into UKG.
Perform department charge reconciliation and track department productivity.
Handle patient billing complaints.
Maintain the VIP board and oversee department quality assurance.
Maintain the eyewash station documentation and department safety checklist.
Serve as the primary liaison for sleep physicians, facilitating workflow improvements and implementing operational changes.