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Administrative Operations Coordinator

2 months ago

Gilbert, Arizona, United States Technology Search Group Full time
Job Overview

This position operates from Monday to Thursday, with Fridays designated as non-working days. The expected work schedule is approximately four 10-hour shifts.

Position Summary:
The Administrative Operations Coordinator plays a pivotal role in maintaining the efficient functioning of our client's office. This position encompasses supervising office personnel, facilitating patient interactions, and managing various administrative responsibilities. The ideal candidate will exhibit exceptional organizational capabilities, outstanding communication skills, and a dedication to delivering superior patient care.

Core Responsibilities:

Office Management:
- Oversee daily office functions, ensuring a tidy, organized, and inviting atmosphere.
- Manage inventory and office supplies, guaranteeing the availability of essential materials.
- Handle all forms of correspondence, including phone communications, emails, and postal mail.

Team Leadership:
- Supervise office personnel, including front desk staff, billing experts, and administrative support.
- Conduct training sessions, performance assessments, and provide continuous guidance and development.
- Organize and coordinate team meetings, ensuring effective communication among team members.

Patient Interaction Management:
- Oversee patient appointment scheduling, optimizing the use of time and resources.
- Manage patient check-in and check-out procedures, ensuring a positive experience for all patients.
- Address patient inquiries, concerns, and feedback in a professional and timely manner.

Financial Oversight:
- Supervise billing operations, including insurance claims and patient invoicing.
- Manage accounts receivable and payable, ensuring prompt and accurate financial transactions.
- Prepare financial documentation and assist in budgeting and financial strategy.

Regulatory Compliance and Record Maintenance:
- Ensure adherence to all healthcare regulations and office protocols.
- Maintain precise and confidential patient records, in compliance with relevant regulations.
- Track continuing education requirements and certifications for the healthcare team.

Marketing and Community Engagement:
- Assist in crafting and executing marketing initiatives to attract new patients.
- Coordinate community engagement efforts and represent the office at local functions.
- Manage online presence and social media platforms.

Qualifications:

Education: Bachelor's degree or equivalent experience
Experience: A minimum of three years in office management, ideally within a healthcare environment.

Essential Skills:

  • Exceptional organizational and multitasking skills.
  • Strong verbal and written communication abilities.
  • Proficiency in office software, including Microsoft Office Suite and electronic health record (EHR) systems.
  • Familiarity with payroll systems is advantageous but not mandatory.
  • Understanding of medical billing and coding practices.
  • Ability to manage confidential information with integrity.

Personal Attributes:
- Professional and approachable demeanor.
- Capability to work independently as well as collaboratively.
- Strong analytical skills and attention to detail.
- Commitment to delivering high-quality patient service.