Medical Office Coordinator

HCA Healthcare • Asheville, NC

3d

About The Position

The Medical Office Coordinator directs front office functions and coordinates workflows in alignment with the Practice Manager III or Practice Administrator I or II. The role promotes patient access and efficient operations to support personalized, high-quality care and a positive patient experience.

The coordinator supports staffing, hiring, onboarding, orientation, scheduling, and communication for non-provider practice staff. The role oversees patient preparation, referrals, registration, and front-office service, while also providing frontline coverage as needed. It maintains supplies, facilities, and records; compiles operational data; and ensures timely handling of patient complaints. The position requires strict confidentiality and adherence to organizational ethics, compliance, patient privacy, and Physician Services policies and procedures. The coordinator also participates in professional development activities.

Requirements

• Two or more years of medical office experience.
• Knowledge of organizational policies, procedures, systems, and objectives.
• Knowledge of clinic office procedures and familiarity with medical practice terminology.
• Ability to use computer systems and applications.
• Ability to use proper grammar, spelling, punctuation, and sentence structure in correspondence and reports.
• Ability to plan, organize, delegate, and supervise.
• Ability to evaluate the effectiveness of existing methods and procedures.
• Ability to operate office equipment.
• Ability to communicate effectively with patients, clinical and administrative staff, and the public.
• Ability to interpret, adapt, and apply guidelines, policies, and procedures.
• Ability to react calmly and effectively in emergencies.

Nice To Haves

• High school diploma or GED.
• Medical Office Specialist certificate or a related practice operations certificate.
• RMA, CMA, or LPN certificate.
• CPR certification.

Responsibilities

• Direct front office functions and facilitate workflows that improve patient access, operational efficiency, and patient experience.
• Adhere to the Code of Conduct and the organization’s mission and values, and foster a diverse and inclusive workplace.
• Oversee the quality and efficiency of patient access through online scheduling, inbound calls, in-person encounters, and accurate registration, including collection of co-pays and deductibles.
• Assist with hiring and selection of clerical and clinical non-provider staff in partnership with practice leadership.
• Support appropriate onboarding and timely, comprehensive orientation of non-provider staff, with shared accountability for first-year turnover metrics and performance.
• Communicate regularly with non-provider staff individually and in staff meetings, encouraging the contributions of all team members.
• Oversee preparation of patients for examinations and treatment.
• Establish and maintain processes for managing inbound and outbound patient referrals.
• Manage staff schedules to meet daily patient-volume demands and organizational care standards and operating metrics.
• Provide frontline staffing support and coverage, including answering phones, scheduling, and rooming patients.
• Maintain supply inventory, physical facilities, and non-provider staffing in functional operating condition.
• Assist with maintaining patient files, records, and other information.
• Compile and condense technical and statistical data for operational reports, including scheduling, volume, cancellations, and no-shows.
• Ensure patient complaints receive an appropriate and timely response, initially the same or next day, and share findings with appropriate practice, market, division, or executive leaders.
• Participate in professional development activities, including manager development curricula, SPARK pathways, learning sessions, and online learning resources.
• Maintain strict confidentiality and follow organizational ethics, compliance, and patient privacy standards.
• Perform other duties as assigned and adhere to Physician Services policies and procedures.

Benefits

• Medical, prescription drug, dental, vision, behavioral health, and telemedicine coverage.
• Wellbeing support, including free counseling and referral services.
• Paid time off, paid family leave, long- and short-term disability coverage, and leaves of absence.
• 401(k) plan with a 100% match on 3% to 9% of pay, based on years of service.
• Employee Stock Purchase Plan, flexible spending accounts, preferred banking partnerships, retirement readiness tools, rollover support, and financial wellbeing counseling.
• Tuition assistance, student loan assistance, certification support, dependent scholarships, and a partnership with Galen College of Nursing.
• Fertility and family-building benefits and adoption assistance.
• Life insurance and supplemental health protection plans.
• Auto and home insurance, legal counseling, identity theft protection, and consumer discounts.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED