Healthcare Administrative Coordinator

2 weeks ago

Asheville, North Carolina, United States Hendersonville Pediatrics Full time
Position Overview

Under the guidance of the Clerical Supervisor, the Healthcare Administrative Coordinator is responsible for a range of essential tasks at Hendersonville Pediatrics. This role serves as the initial point of contact for patients, sales representatives, and visitors, establishing a vital connection between patients and the healthcare services provided by physicians and clinical staff.

The ideal candidate will collaborate effectively with all medical professionals, including Physicians, Clinical, and Billing staff, to support direct patient services. A flexible and proactive approach is essential to create an environment that prioritizes patient comfort and trust. The candidate should embody the core values and mission of Hendersonville Pediatrics, consistently demonstrating discretion, diplomacy, and tact in all interactions.

Key Benefits
  • 401K with company match
  • Medical, Dental, and Vision insurance
  • Paid Life Insurance
  • Paid time off
  • Employee discounts
  • Disability insurance
  • Employee assistance program
  • Uniform allowance
Core Responsibilities
  • Manage daily administrative tasks, including answering phone calls, scheduling appointments, greeting patients and visitors, and performing data entry.
  • Provide accurate information to callers in accordance with Hendersonville Pediatrics policies, transferring calls to the appropriate personnel as necessary.
  • Welcome patients and visitors with a friendly demeanor, determining the purpose of their visit and directing them accordingly.
  • Carefully screen patients for accurate contact information when scheduling appointments and inform them of necessary documentation required at the time of their visit.
  • Notify patients of any outstanding balances and prepare them for payment at the time of service.
  • Verify payment methods for services and collect co-pays as appropriate.
  • Distribute information regarding the Patient Portal and ensure invitations are sent to parents and patients.
  • Ensure pre-registration is completed by guardians via Phreesia prior to appointments and that data is accurately transferred to the EHR system.
  • Process incoming messages and requests through the Patient Portal.
  • Adhere to all safety and security policies, maintaining confidentiality of sensitive information.
  • Provide exceptional customer service, exercising diplomacy and tact in all patient interactions while adhering to confidentiality protocols.
  • Maintain organized and tidy patient waiting areas, office files, and front-desk spaces.
  • Assist the Medical Records department as needed, including completing forms and entering patient medical histories.
  • Utilize problem-solving skills to address patient complaints, referring them to designated personnel when necessary.
  • Perform additional duties as required.
Qualifications
  • Proficient in computer systems and software.
  • Understanding of confidentiality protocols, particularly under HIPAA standards.
  • Ability to exercise diplomacy and tact; excellent customer service and communication skills.
  • Intermediate to advanced telephone skills; able to effectively communicate with patients and visitors.
  • Flexibility to adapt to changing office needs.
  • Strong verbal and written communication abilities.
  • Ability to work efficiently under pressure with minimal supervision.
  • Willingness to work evenings, weekends, and holidays as needed.
Requirements
  • Valid Driver's License and insurance.
  • High School diploma or equivalent.
  • At least one year of experience in a medical secretary or receptionist role within a healthcare environment.
Job Type: Full-time
Expected hours: 32 – 40 per week
Schedule: 8-hour shifts, including evenings and weekends as required
Pay: $18.40 per hour
Healthcare setting: Private practice
Medical specialty: Pediatrics
Equal Opportunity Employer
Hendersonville Pediatrics is committed to providing equal employment opportunities and prohibits discrimination of any kind.

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