Patient Access & Office Coordinator

Barbour Community Health Association•Philippi, WV

7d•$15 - $16•Hybrid

About The Position

The Patient Services Coordinator position serves as the primary point of contact for patients, families, staff, and visitors. This role supports front office operations, referral coordination, clinic workflow, and administrative functions to ensure efficient, patient-centered care while maintaining strict confidentiality and compliance standards.

Requirements

A high school diploma or GED required.
Strong organizational and time management skills.
Ability to multitask and adapt in a fast-paced clinical environment.
Excellent communication and interpersonal skills.
Proficiency with electronic health records and office technology.
Ability to maintain confidentiality and comply with HIPAA regulations.
Team-oriented with the ability to work independently when needed.

Responsibilities

Serve as the initial point of contact for patients, families, staff, and visitors by greeting, checking in, and assisting patients for medical and behavioral health services.
Verify, update, and input patient demographic information, insurance coverage, and sliding scale eligibility at each visit.
Generate and complete patient encounters, scan and manage medical records, and produce patient visit summaries within the electronic health record (EHR).
Schedule appointments, make reminder calls, monitor the patient portal for appointment requests, and notify patients of scheduled visits or referrals via phone, mail, or secure messaging.
Answer incoming calls, route messages appropriately, and perform general office duties including faxing and email communication.
Monitor patient flow and waiting areas, adjust schedules as needed based on announcements, and assist with eHall Pass monitoring.
Provide general information about clinic services and address parent and patient concerns as appropriate.
Coordinate referrals by gathering clinical, demographic, and insurance information; obtaining prior authorizations; communicating with insurance companies; and ensuring referrals are completed in a timely manner.
Communicate referral-related barriers or concerns to providers promptly and professionally.
Maintain strict confidentiality of all patients and clinical information in compliance with privacy regulations.
Maintain front office supplies, submit supply requests, and assist with operational needs as directed.
Collaborate with leadership and management teams to support clinic operations, policy implementation, and workflow improvements.
Maintain provider scheduling templates within the EHR.
Assist with reporting, data collection, peer review preparation, QI/QA activities, and board presentations under the direction of the SBHC Director.
Support community outreach efforts by gathering community resources, assisting with event coordination, and drafting announcements or social media content with guidance from leadership.
Assist with form creation and editing, vaccine management support, and adherence to storage and handling procedures.
Pick up and deliver clinic supplies as needed between locations.
Issue work or school excuses under provider direction and provide heat or ice packs as needed.
Open and close the facility by managing doors, lights, and phone systems.
Cross-train in front office and administrative functions to ensure adequate coverage and continuity of patient care.
Establish and maintain cooperative, professional working relationships with patients, families, vendors, providers, and fellow staff.
Demonstrate the ability to multitask, prioritize responsibilities, work under pressure, and remain self-motivated in a fast-paced clinical environment.