Office Coordinator

2 weeks 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

Available Positions: 1

Role Summary: The Administrative Assistant plays a crucial role in maintaining the smooth operation of the office while enhancing the patient experience. This position involves managing patient check-in and check-out processes, verifying insurance eligibility, handling referrals, and executing various office-related tasks.

Key Responsibilities:

  • Oversee internal and external referrals, ensuring prompt responses and connections to necessary services.
  • Assist in managing the Imaging Center waitlist by contacting patients, scheduling intakes as needed, and providing regular updates to management.
  • Support the eligibility specialist by collecting and verifying patient demographic information and insurance details.
  • Determine patient copays and manage the collection process.
  • Coordinate transportation arrangements for patients.
  • Perform administrative tasks such as scheduling and confirming appointments, as well as coordinating resource referrals.
  • Provide administrative assistance to healthcare providers, including scheduling follow-up appointments and facilitating patient referrals.
  • Confirm all imaging appointments and follow up on missed appointments, no-shows, and cancellations.
  • Monitor provider schedules to ensure optimal productivity.
  • Safeguard patient information and maintain confidentiality by managing medical records and other health information securely.
  • Ensure 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 computers and various software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Access).
  • Strong proofreading and editing skills for accuracy in spelling, grammar, and punctuation.
  • Efficient word processing skills for preparing documents and correspondence.
  • Familiarity with medical terminology.
  • Ability to follow detailed written instructions for preparing documents and forms.
  • Excellent written communication skills for composing and editing various correspondence.
  • Strong customer service skills with the ability to manage unexpected situations effectively.
  • Analytical skills to review detailed work thoroughly.
  • Demonstrated ability in planning, note-taking, and meeting preparation.
  • Experience in designing and generating spreadsheets, creating formulas, and running reports in Excel.
  • Ability to organize and manage large volumes of information with attention to detail.
  • Skill in assessing situations, anticipating issues, and gathering information from various resources.
  • Ability to collaborate effectively with colleagues across departments.
  • Familiarity with office equipment, including personal computers, EMR/EHR systems, calculators, phones, photocopiers, faxes, scanners, and printers.
  • Willingness to travel and work at various departmental locations as needed.
  • Experience in an imaging center is highly desirable.

Education and Experience:

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

Families Together of Orange County (FTOC) is committed to being an equal opportunity employer, ensuring no discrimination 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 as defined by local, state, or federal laws.


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