Office Coordinator, Lead - Patient Accounting - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

University of Southern California•Los Angeles, CA

About The Position

The Lead Office Coordinator provides general business office and departmental support to multiple divisions of the Patient Accounting Department. The role facilitates timely completion of Office Coordinator tasks, reviews and processes mail correspondence for collection staff, handles medical record requests and patient refunds, supports new-hire training and system access, monitors correspondence systems, and maintains assigned worklists and patient account updates across Patient Accounting systems. Additional duties include supporting research-related billing activities, vendor management, invoice tasks, and coordination with internal and external departments. The position supports the department supervisor by ensuring assigned daily work is completed accurately and on time. It requires independent work with minimal supervision, flexibility to help meet changing workload and coverage needs, clear communication and collaboration, and appropriate documentation and follow-through when resolving patient or departmental issues. Correspondence must be processed within five days of receipt. The role also provides vendor support, participates in performance improvement projects, and performs other duties as assigned.

Requirements

High school diploma or equivalent.
3–5 years of clerical experience in a hospital office setting.
Excellent organizational skills, attention to detail, and strong ability to multitask.
Customer service skills, including problem resolution and patient satisfaction.
Ability to maintain confidential information.
Knowledge of general office theory and office machinery and equipment, such as word processors, Excel, and photocopiers, plus basic hands-on computer operation skills.
Fire Life Safety Training (LA City); if the card is not held upon hire, it must be obtained within 30 days of hire and maintained through renewal before expiration (required within LA City only).

Nice To Haves

Bachelor’s degree.
Familiarity with medical terminology.

Responsibilities

Facilitate and support timely completion of assigned Office Coordinator tasks across multiple Patient Accounting divisions.
Review and process mail correspondence for collection staff within the established five-day timeline.
Pull and submit medical record requests to insurance companies or payers.
Maintain assigned worklists and update patient accounts in PBAR, Aeos, Cerner, and the current claims editor.
Coordinate approvals for patient refund requests by reviewing and validating documentation and handling returned checks.
Assist the Research Department by invoicing non-industry trial claims, creating accounts for billable insurance charges, and tracking denials returned from CTU.
Support new-hire onboarding and training, as well as system access tasks.
Monitor correspondence systems and complete assigned tasks accurately and timely.
Provide vendor support, problem-solving, operational oversight, and assistance with additional documentation requests; perform vendor management and invoice-related tasks.
Use initiative to resolve problems with appropriate action, follow-through, and documentation when involved in patient or departmental issues.
Accommodate changes in departmental workload by assisting others and providing coverage during staff sick time, vacation, or leave of absence.
Work collaboratively and communicate with hospital personnel and internal and external departments to resolve patient or departmental issues.
Participate in department Performance Improvement work team projects.
Perform other duties as assigned.