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Healthcare Administrative Coordinator
2 months ago
Position Summary:
The Healthcare Administrative Coordinator is responsible for executing secretarial and administrative tasks as directed by the office manager and/or front desk supervisor, utilizing specialized knowledge of medical vocabulary, administrative processes, and operational protocols. Responsibilities may encompass managing and redirecting phone inquiries, organizing patient appointments, facilitating patient check-out processes, processing billing, confirming patient insurance, and assembling and documenting medical records, reports, and correspondence. Cross-training and support for various roles within the front-office setting may be necessary (e.g., medical records, front desk, insurance processing, etc.).
Reporting Structure:
- Reports to the Front Office Supervisor and Office Manager.
Key Responsibilities:
- Handles incoming calls, identifies the purpose of calls, and routes them to the appropriate personnel.
- Schedules and verifies patient diagnostic appointments, surgical procedures, and medical consultations.
- Provides information regarding the organization, including department locations, staff members, and available services.
- Completes patient check-out after procedures and organizes follow-up appointments as necessary.
- Utilizes office equipment, such as voicemail systems, and employs software applications for generating reports, invoices, financial statements, letters, case histories, or medical records.
- Receives and distributes messages and documents, including laboratory results, to the relevant staff.
- Takes precise phone messages and returns calls to patients promptly when required.
- Confirms patient insurance as assigned and upon request from the front office supervisor and/or office manager.
- Performs various clerical and administrative tasks, including ordering and managing office supplies.
- Exhibits outstanding customer service and communication skills when interacting with patients.
- Consistently meets departmental productivity standards as established by management.
- As needed, carries out bookkeeping responsibilities, such as processing payments or collections, preparing and sending financial statements or bills, and maintaining financial records.
- As necessary, interviews patients to complete documents, case histories, and forms such as intake and insurance paperwork. Compiles and documents medical records, reports, and correspondence using a computer and various software applications. Sends correspondence and medical records via mail, email, or fax.
- As needed, maintains medical records, technical library, and correspondence files.
- As necessary, cross-trains and assists with other roles in the front-office area.
- Performs any additional duties as assigned by management.
Required Knowledge, Skills, and Abilities:
- Familiarity with office policies and procedures to accurately address patient inquiries.
- Understanding of administrative and clerical processes and systems, including word processing, Microsoft Office, file management, stenography, and transcription.
- Knowledge of customer service principles and processes, including needs assessment and quality standards.
- Proficient in medical terminology.
- Ability to navigate and effectively utilize Electronic Medical Records (EMR) systems, with preference for experience in Centricity EMR.
- Capability to maintain confidentiality and uphold professionalism.
- Strong written and verbal communication skills for interaction with physicians, office staff, and patients.
- Ability to collaborate effectively within a team and foster a positive work environment.
- Skill in listening and comprehending information and ideas to adjust actions accordingly.
- Proficient in establishing and maintaining effective working relationships with colleagues, patients, and the public.
- Excellent organizational skills, attention to detail, and ability to prioritize tasks.
- Ability to exercise independent judgment and proactively seek ways to assist others.
- Competence in using logic and reasoning to evaluate alternative solutions and approaches to problems.
- Skilled in understanding patient needs to deliver exceptional customer service.
Education and Experience:
- High school diploma or GED required; Associate's degree or higher preferred.
- 2-3 years of prior administrative and clerical experience in a medical office setting.
- Experience with patient scheduling, insurance verification, and call management.
- Proficient in operating office equipment.
- Background in customer service is essential.
Physical Requirements:
- Extended periods of sitting or standing at a desk and working on a computer in a stationary position.
- Regularly operates a computer and other office machinery, such as calculators, copiers, and printers.
- Must be able to lift and transport up to 25 pounds over short distances.
Equal Opportunity Employer: Atlanta Women's Healthcare Specialists is an Equal Opportunity Employer and does not discriminate based on race, religion, military or veteran status, gender, color, or national origin in its employment practices.
Compliance: Atlanta Women's Healthcare Specialists participates in E-Verify to confirm authorization to work within the United States.
Pre-employment Screening: Pre-employment drug screening and background checks are conducted in accordance with federal and state laws and regulations.
