office coordinator 2

Beth Israel Lahey Health•Newburyport, MA

About The Position

The Office Coordinator is responsible for coordinating office tasks in a physician practice, including answering phones, registering patients, maintaining accurate electronic and paper medical records, and providing excellent customer service. The role serves as a professional and courteous point of contact for patients, providers, coworkers, and families while maintaining patient confidentiality and following HIPAA guidelines. The position manages patient check-in and check-out, scheduling, patient information updates, document handling, referrals, and related administrative transactions. It also supports the preparation and management of medical records and correspondence and may provide guidance, training, or support to others when directed.

Requirements

Associate’s degree or some related healthcare college courses and/or degree preferred.
Three to five years of prior office coordination, scheduling, and/or reception experience within a physician practice setting preferred.
Verbal and written communication skills to communicate effectively and courteously with diverse healthcare professionals, patients, and family members or significant others.
Ability to use a personal computer and computer applications, including word processing and peripherals, facsimile, photocopier, microfiche, and microfilm.
Excellent verbal communication skills, including medical terminology, to assist with physician queries.
Ability to perform the physical demands of the role, including light lifting, standing and walking, manual dexterity and mobility, reaching, stooping, bending, kneeling, and crouching; visual acuity and color perception are also required.
Ability to use office equipment such as computers, phones, printers, and facsimile machines.
Must be vaccinated against influenza as a condition of employment.

Nice To Haves

Prior knowledge of the Meditech System and/or EClinical Works is beneficial.
Associate’s degree or some related healthcare college courses and/or degree preferred.
Three to five years of prior office coordination, scheduling, and/or reception experience within a physician practice setting preferred.

Responsibilities

Greet and interact professionally and courteously with patients, providers, coworkers, and families.
Maintain patient confidentiality and follow HIPAA guidelines.
Complete patient check-in and check-out, updating demographic, insurance, and confidentiality authorization information as needed.
Scan patient insurance and identification cards.
Assist patients with scheduling follow-up appointments at checkout.
Create electronic medical records for new and established patients.
Scan paper medical-record information into the electronic medical record before upcoming appointments, following established protocols.
Scan paper documents received by the office into patient records and label documents appropriately in the electronic medical record.
Answer incoming calls, identify callers’ needs, and transfer calls to the appropriate provider or staff when necessary, including calls received while providers are on call.
Schedule appointments, update patient demographics, and review insurance needs with patients during scheduling.
Collect copayments and patient balances and complete stocking purchase transactions at the time of service.
Confirm daily visit charts contain necessary information from referring physicians and outside facilities before appointments.
Manage incoming fax documents.
Prepare faxes, copies, and packages of medical-record copies, disability forms, and other requested correspondence after receiving and reviewing a written records request.
Confirm PCP referrals are in place before patient visits.
Complete other duties as assigned.
When directed, provide guidance and support to others as a resource, trainer, and/or preceptor.