Medical Office Coordinator

Signature Healthcare•Brockton, MA

2d•Onsite

About The Position

The Medical Office Coordinator works under the direction of the Practice Manager in the Urgent Care department. The role supports patient access and office operations by handling telephone calls and messages, scheduling appointments, registering patients, maintaining demographic and insurance information, processing payments, balancing batches, and coordinating provider schedules and referrals. The coordinator also supports patient flow, maintains communication with patients and staff, helps with office equipment and paperwork, and assists with training and other duties as needed.

Requirements

High school diploma or equivalent.
Computer literacy, accurate spelling, and typing skills.
Ability to be pleasant and helpful to patients, particularly when they have questions or problems.
Previous medical office experience is preferred.

Nice To Haves

Medical office administration education.
Prior patient account or third-party billing experience.
Knowledge of medical terminology.
Telephone skills.
Familiarity with Meditech software systems.

Responsibilities

Greet patients appropriately and provide a pleasant, helpful response to their questions and problems.
Answer and professionally screen telephone calls; document and process messages about illness, prescription refills, lab and imaging reports, test results, referrals, and other matters.
Make, edit, maintain, update, and track appointments and provider schedules, accommodating external obligations and using available appointment slots.
Register patients and update demographic information for appointments and messages.
Check insurance eligibility, enter accurate insurance information and codes, and inform patients of their responsibility for insurance coverage, prior approvals, and referrals.
Ensure required referrals are in place; contact PCP offices to request missing referrals and follow up until received.
Support efficient patient flow, communicate provider delays, and monitor arrival and pending lists, rescheduling or canceling appointments as appropriate.
Address reminder, ER, and insurance lists promptly and document in patient charts when applicable.
Obtain same-day or stat records from HIS and secure patient information from hospitals.
Periodically address messages with physicians or providers and facilitate internal and external referral appointments and hospital admissions.
Organize provider correspondence and coordinate the provider's office schedule.
Maintain familiarity with office equipment and upkeep of printers, fax machines, and copiers; notify the Practice Manager immediately of equipment or system failures.
Facilitate mail delivery and place medical record numbers on patient mail before giving it to the physician.
Provide appropriate paperwork to patients and ensure MVA and WC forms are completed.
Collect copayments, post payments, and balance, verify, and reconcile batches.
Refer patients to the billing office for insurance or payment problems.
Maintain open communication with physicians, staff, and patients; report patient complaints directly to the Practice Manager.
Assist in orienting and training others in the position's functions and duties.
Assist peers in other roles when workload warrants and perform other duties as assigned or necessary.
Demonstrate respect for the dignity and cultural diversity of patients, families, visitors, and colleagues; communicate effectively across differences and use interpreters when needed.