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Office Coordinator

2 months ago

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

Salary: $20 - $22 per hour

Position: Administrative Assistant

Location: Westminster, CA

Openings: 1 Position Available

Role Summary: The Administrative Assistant plays a crucial role in facilitating a variety of clerical tasks to promote an efficient office environment and enhance the overall experience for patients. This position involves responsibilities such as patient check-in and check-out, verifying insurance eligibility, managing referrals, and executing other related 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 intakes as required, and providing weekly updates to the manager.
  • Support the eligibility specialist by collecting and verifying updated patient demographic and insurance information.
  • Facilitate the determination and collection of patient copays.
  • Coordinate transportation arrangements for patients as needed.
  • Perform administrative tasks including scheduling and confirming appointments, as well as coordinating resource referrals.
  • Provide support to healthcare providers by scheduling follow-up appointments and offering referrals to patients.
  • 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, secure, 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 computers and various software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Access) and the Internet.
  • Strong proofreading and editing skills for spelling, grammar, and punctuation.
  • Efficient word processing abilities to prepare documents and correspondence accurately.
  • Familiarity with medical terminology is essential.
  • Ability to follow detailed written instructions for preparing various documents.
  • Excellent written communication skills for composing and editing professional correspondence.
  • Outstanding customer service skills with the capability to manage unexpected situations effectively.
  • Strong analytical skills with attention to detail.
  • Demonstrated ability in planning, note-taking, and meeting preparation.
  • Experience in designing and managing spreadsheets, including creating formulas and generating reports in Excel.
  • Ability to organize and manage large volumes of information with precision.
  • Proven skills in assessing situations, anticipating challenges, and gathering information from various resources.
  • Ability to collaborate effectively with colleagues across departments, sharing ideas constructively and addressing issues promptly.
  • Proficient in using office equipment such as computers, EMR/EHR systems, calculators, phones, photocopiers, faxes, scanners, and printers.
  • Willingness to travel and work at different departmental locations as required.
  • 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.
  • Minimum of 3 years of experience in a medical office setting.
  • Experience in a community mental health clinic is preferred.
  • Experience with payroll processes is a plus.

Families Together of Orange County (FTOC) is committed to being an equal opportunity employer and does not discriminate based on any protected category.