Office Coordinator

Ethos Health Group LLC•St. Petersburg, FL

4d•Onsite

About The Position

At Ethos Health Group, our Office Coordinator is much more than an administrative position. This is a hands-on leadership role for someone who loves people, thrives in an organized environment, takes ownership, and finds fulfillment in helping both patients and team members succeed. The Office Coordinator is the heartbeat of the office—setting the tone each morning, supporting the team throughout the day, creating an exceptional patient experience, and making sure the many moving pieces of a busy medical practice come together seamlessly. If you are energized by leading people, solving problems, creating order, improving processes, and knowing that your work directly impacts patients and the success of your team, this could be an incredibly rewarding opportunity. The Office Coordinator is responsible for leading and supporting the daily administrative and operational functions of an Ethos medical office. Your mission is to create an environment where patients feel welcomed, cared for, and important; providers can focus on delivering excellent patient care; team members feel supported, accountable, and equipped to succeed; schedules and patient flow are managed effectively; administrative and financial processes are accurate and timely; and the office operates with excellence, integrity, hospitality, and efficiency. This role combines leadership, patient experience, team development, operational excellence, and accountability.

Requirements

High school diploma or equivalent
Strong organizational and time-management skills
Excellent written and verbal communication skills
Strong attention to detail and commitment to accuracy
Ability to prioritize and manage multiple responsibilities in a fast-paced environment
Professional demeanor and exceptional customer-service skills
Comfortable using computers, electronic systems, and office technology
Ability to lead through accountability while maintaining a supportive, team-first approach

Nice To Haves

Previous experience in a healthcare, medical, or clinical environment
Experience leading teams and motivating employees toward office goals

Responsibilities

Welcome patients warmly and create a professional, positive, and caring environment.
Oversee efficient patient check-in and check-out.
Ensure signatures, documentation, follow-up appointments, and patient information are completed accurately.
Answer and oversee incoming calls using appropriate phone etiquette and company standards.
Respond professionally and compassionately to patient questions, concerns, and escalated calls.
Maintain strong follow-up with patients regarding appointments, care, and their overall experience.
Help identify and resolve barriers that could negatively impact a patient's experience.
Conduct daily morning huddles to align, motivate, and prepare the team.
Facilitate patient flow between the front office, providers, and clinical team.
Maintain a clean, organized, safe, and professional office environment.
Train, mentor, encourage, and support team members.
Promote teamwork and a culture where people help one another succeed.
Lead by example through professionalism, accountability, integrity, positivity, and a servant-leadership mindset.
Schedule, confirm, and manage patient appointments.
Ensure future appointments for testing, neurology, follow-ups, and therapy are scheduled appropriately.
Enter and update patient demographics, insurance, and financial information accurately within the EHR.
Ensure required patient paperwork is completed, signed, dated, scanned, and filed correctly.
Maintain professional communication with attorneys, case managers, referral partners, and other external contacts as appropriate.
Monitor office and medical supply inventory.
Track applicable supply expiration dates and inventory needs.
Maintain patient confidentiality at all times.
Protect PHI and follow HIPAA requirements and company protocols.
Ensure team members follow established company policies, procedures, and required certifications.
Support safety, compliance, and regulatory standards within the office.
Take ownership of special projects and additional responsibilities that support the success of the organization.