Practice Coordinator

ApolloMD•Thomasville, NC

About The Position

The Practice Coordinator works collaboratively with providers, hospital staff, and the operations team to ensure adequate hospital electronic medical record documentation is obtained for billing and coding, including manually processing electronic records when applicable. The coordinator handles day-to-day administrative duties, communicates with providers about chart completion, and serves as a liaison between the hospital, providers, and corporate office. The role provides administrative support for providers, the medical director, operations, credentialing, and recruiting. Duties include documentation and census reconciliation, provider scheduling support, scribe partnership administration, reporting, and routine office tasks. The coordinator maintains confidentiality in accordance with HIPAA requirements and supports service quality, patient satisfaction, and respectful collaboration.

Requirements

Graduate or equivalent to a high school diploma.
At least one year of experience in a medical office, physician practice, or hospital setting.
Medical terminology knowledge.
At least one year of experience with electronic health records.
Knowledge of standard business software, including Microsoft Windows, Word, Excel, Outlook, and PowerPoint.
Ability to communicate directly with physicians, APCs, and PAs.
Interpersonal and effective communication skills, high emotional intelligence, and strong organizational, time-management, and decision-making skills.
Dependability, autonomy, professionalism, and ability to handle sensitive situations and confidential information.
Ability to pass a background check and drug screen.
Willingness to travel 5–10% of the time when applicable.
For remote work where applicable: reliable Wi-Fi and a designated home-office workspace.

Nice To Haves

Associate or bachelor’s degree in Business or Healthcare Administration.
Experience with medical billing and/or medical office policies and procedures.
Experience with Ingenious Med and provider scheduling.

Responsibilities

Monitor and ensure documentation is imported into the third-party platform.
Reconcile the daily census.
Communicate with providers about documentation requirements and chart completion.
Meet month-end payroll goals.
Assist with provider orientation.
Manage the scribe partnership at the designated hospital, including scribe scheduling and payroll deductions.
Attend departmental meetings in person or virtually and, when requested, record and distribute meeting minutes.
Maintain daily, weekly, and monthly reports required by the facility or operations team.
Assist the medical director and operations team with provider scheduling, including updating Shift Admin.
Provide administrative support to providers, the medical director, operations, credentialing, and recruiting as needed.
Collaborate with the hospital HIM department to assist with provider queries and deficiencies.
Handle daily office tasks, including incoming calls, mail, faxes, home health orders, death certificates, pharmacy calls, and ordering and maintaining office supplies.
Maintain confidentiality of sensitive information and comply with HIPAA guidelines and regulations.
Schedule paid time off at least two weeks in advance to maintain consistent workflow.
Perform additional site-specific duties listed in Addendum A.
Provide high-quality service, maintain positive relationships, and support customer and patient satisfaction.
Demonstrate courteous, respectful, cooperative, accountable, and professional behavior, including appropriate workplace appearance and use of a hospital ID badge when onsite.
Use organizational personnel and supplies cost-effectively, maintain productivity, and respond to difficult situations with self-control and sound judgment.
Travel 5–10% of the time when applicable.