Office Coordinator - In Motion Physical Therapy - Town Center

Bon Secours Mercy Health • Virginia Beach, VA

1d

About The Position

The Office Coordinator coordinates services for the assigned practice and works in a Medical Assistant or Front Desk role for a designated portion of the time, based on practice volume. The position coordinates and monitors office staff and administrative functions, and monitors clinical and clerical staff compliance with regulatory requirements.

The coordinator supports patient experience initiatives, practice operations, clinical and administrative workflows, and staff training. Duties include preparing patients and equipment for exams and procedures, supporting scheduling and phone triage, handling patient check-in and payments, maintaining records and supplies, posting charges, verifying insurance and authorizations, and balancing daily receipts and deposits. The role also works with providers and staff to maintain effective practice operations and patient care.

Requirements

• High school diploma or GED.
• BLS Basic Life Support certification from the American Heart Association.
• Ability to plan, prioritize, and coordinate work; maintain confidentiality; monitor quality standards; identify and address problems; and communicate effectively verbally and in writing.
• Knowledge of departmental policies, procedures, functions, and EMR, or ability to maintain current knowledge of them.

Nice To Haves

• Bachelor’s degree.
• 1–2 years of healthcare experience.
• 1–2 years of extensive customer service experience.
• Experience in multiple areas of pre-access, including scheduling, pre-registration, and financial clearance.

Responsibilities

• Coordinate services of the assigned practice while working in a Medical Assistant or Front Desk role for a designated portion of the time based on practice volume.
• Coordinate and monitor the work of office staff and administrative functions, and monitor clinical and clerical staff compliance with regulatory requirements.
• Plan, prioritize, and coordinate work; maintain confidentiality; monitor quality standards; identify problems, recommend solutions, and correct errors; and communicate effectively.
• Maintain current knowledge of departmental policies, procedures, functions, and the EMR to make appropriate practice decisions with guidance from the APM.
• Work with providers to support strong Press Ganey Patient Experience scores and implement processes when scores are below benchmarks.
• Maintain, support, and communicate initiatives such as PCMH, EMMI, Tel-Assurance, and Meaningful Use.
• Prepare patients and equipment for exams and procedures, apply or remove dressings, and administer treatment under physician direction or supervision.
• Maintain medical supply inventory and the physician’s call schedule; schedule surgeries and procedures with the OR when applicable.
• Provide phone triage for same-day appointment scheduling; answer and direct calls appropriately.
• Collect co-payments and deductibles; check patients in; schedule new patients and return visits.
• Post daily charges and receipts, ensure encounter forms are accounted for, and obtain missing charge information.
• Accurately post CPT and ICD-9 codes, including procedure modifiers and appropriate diagnosis codes.
• Balance receipts and deposits at the close of each day.
• Verify insurance coverage and obtain authorizations from insurance carriers for procedures, tests, therapy, and other services as needed; notify the physician or assistant when pre-certification problems occur.
• Pull charts for scheduled patients, ensure required reports, faxes, and notes are present, return charts to filing, follow HIPAA guidelines for medical-record releases, and thin charts according to the office schedule and chart-retention regulations.
• Train new employees at the site and retrain employees as needed.
• Establish and maintain effective working relationships with clinical and clerical staff, physicians, administrative staff, and patients.
• Perform other job-related duties as required by the supervisor, subject to reasonable accommodation.

Benefits

• Competitive pay, incentives, and referral bonuses.
• 403(b) with employer contributions when eligible.
• Medical, dental, vision, and prescription coverage.
• HSA/FSA options, life insurance, mental health resources, and discounts.
• Paid time off, parental and FMLA leave, short- and long-term disability, and backup care for children and elders.
• Tuition assistance, professional development, and continuing education support.

What This Job Offers

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