Office Coordinator

Mary Washington Healthcare•Fredericksburg, VA

About The Position

The Office Coordinator is responsible for obtaining and verifying patient insurance and pre-authorization information, scheduling, and collecting self-pay amounts, co-pays, and deductibles. The role performs clerical, reception, and support functions that help ensure effective daily operations and communication across Medical Imaging of Frederickburg (MIF) locations. Duties include answering phones, greeting patients, entering outpatient imaging orders, maintaining records, and monitoring patient and workflow flow. The position requires courteous, professional, efficient, and confidential customer service. The coordinator works with patients, guarantors, physician offices, insurance companies, and other departments to document approvals, support reimbursement, communicate preparation instructions and delays, and maintain accurate scheduling and billing information. The role also helps with records, supplies, reports, and other departmental needs.

Requirements

High school diploma or equivalent.
Basic computer skills.
Strong verbal and written communication skills.
Ability to think critically and analytically.
Ability to multitask.
Ability to communicate effectively and collaborate with a multidisciplinary team.
Ability to meet the stated physical requirements, including constant sitting and use of arms and hands; occasional standing, walking, bending, and squatting; and lifting, pushing, and pulling up to 10 pounds.
Auditory and visual skills.

Nice To Haves

Two years of related experience in a call center, patient registration, patient accounts, or patient billing.
Experience with third-party insurance and insurance terminology, CPT, and ICD-9 codes.

Responsibilities

Greet customers courteously and professionally, address their needs efficiently and confidentially, and support facility customer-service goals.
Answer, screen, and transfer telephone calls or take messages promptly and professionally.
Assist with patient financial matters, including collecting self-pay amounts, co-pays, deductibles, and outpatient fees.
Schedule physician-ordered tests using appropriate scheduling software and monitor work lists for timely scheduling and insurance verification.
Collect insurance cards and valid identification, obtain insurance authorization information, and communicate with insurers about benefits, co-pays, documentation, and pre-authorizations.
Provide patients and physician offices with instructions for proper pre-procedure preparation.
Maintain documentation required for compliance with state, federal, and other regulatory requirements.
Monitor patient schedules, imaging-subsection workflow, and traffic flow; keep patients, family members, and Associates informed about activities and delays, and follow up on delays.
Monitor appropriate reports and maintain knowledge of CPT and ICD-10 codes to ensure accurate order entry.
Reconcile daily charges and verify CPT codes, ICD-10 codes, referring physician information, and other charging information.
Perform closing procedures, including comparing daily charges and procedures with the Epic daily patient log, reconciling credit card transactions, and submitting charges, balances, and collected fees.
Prepare and maintain CD, film, and fax-and-confirm requests in accordance with HIPAA guidelines and departmental processes.
Maintain an organized work area, adequate supplies and materials, and organized patient records.
Distribute final procedure reports to ordering physicians as appropriate.
Serve as a liaison among patients or guarantors, insurance companies, and physician offices to ensure approvals are appropriately documented.
Enter pre-authorization documentation into Radiology Management Systems (RMS) using the revised schedule information screen to support accurate billing information and follow-up.
Review pre-authorization denial reports from the billing company for accuracy of the pre-authorization process.
Provide assistance in other MIF departments as needed and perform other assigned duties.