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Office Coordinator

2 months ago

Westminster, California, United States Families Together of Orange County Full time
Job Overview

Position: Administrative Assistant

Compensation: $20 - $22 per hour

Location: Westminster, CA

Vacancies: 1 Available Position

Role Summary: The Administrative Assistant plays a crucial role in executing various clerical tasks to maintain a smooth office operation and improve patient interactions. This position encompasses responsibilities such as patient check-in and check-out, verifying insurance eligibility, managing referrals, and other essential office functions.

Key Responsibilities:

  • Oversee internal and external referrals, ensuring prompt responses and connections to necessary services.
  • Assist in managing the Imaging Center waitlist by reaching out to patients, scheduling intake appointments, and providing regular updates to the management.
  • Support the eligibility specialist by collecting and verifying patient demographic and insurance information.
  • Determine patient copays and facilitate their collection.
  • Coordinate transportation arrangements for patients as needed.
  • Handle administrative tasks including scheduling and confirming appointments, as well as coordinating resource referrals.
  • Provide support to healthcare providers by scheduling follow-up appointments and facilitating patient referrals.
  • Confirm all imaging appointments and follow up on missed appointments, no-shows, and cancellations.
  • Assist in managing provider schedules to maximize productivity.
  • Ensure the confidentiality and security of patient information by maintaining accurate medical records and safeguarding health information.
  • Uphold a safe and healthy work environment by adhering to agency standards and legal regulations.
  • Represent the organization professionally in all interactions.
  • Perform additional related duties as assigned.

Qualifications:

  • Proficient in using various computer programs and databases, including Microsoft Office Suite (Word, Excel, PowerPoint, Access) and the Internet.
  • Strong proofreading and editing skills for accuracy in spelling, grammar, and punctuation.
  • Ability to quickly and accurately prepare documents and correspondence.
  • Familiarity with medical terminology is essential.
  • Capable of following detailed written instructions for preparing various documents.
  • Excellent written communication skills for composing and editing correspondence.
  • Exceptional customer service skills with the ability to manage unexpected situations effectively.
  • Strong analytical skills for reviewing detailed work.
  • Demonstrated planning, note-taking, and meeting preparation skills.
  • Ability to create and modify spreadsheets, including generating reports in Excel.
  • Skilled in organizing and managing large volumes of material with attention to detail.
  • Proficient in assessing situations, anticipating issues, and gathering information from various resources.
  • Ability to collaborate effectively with colleagues across departments.
  • Familiarity with office equipment such as computers, EMR/EHR systems, calculators, phones, photocopiers, faxes, scanners, and printers.
  • Willingness to travel to various department locations as needed.
  • Experience in an imaging center is highly desirable.

Education and Experience:

  • High school diploma or equivalent is required.
  • Associate's degree or vocational training is preferred.
  • A minimum of 3 years of experience in a medical office setting is required.
  • Experience in a community mental health clinic is preferred.
  • Experience with payroll processes is a plus.

Families Together of Orange County (FTOC) is an equal opportunity employer. We do not discriminate based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any other protected category.