Medical Office Coordinator

The Medical Office Coordinator plays a key role in supporting clinical operations by serving as a central resource for provider-related administrative functions. This position provides direct support to the Chief Medical Officer (CMO) and medical providers, with primary responsibility for managing and optimizing provider schedules to enhance patient access, provider efficiency, and overall operational effectiveness. The coordinator ensures seamless communication, coordination, and execution of tasks that contribute to high-quality care delivery and organizational success.

Essential Duties & Responsibilities:

Provider Scheduling Management

• Oversee scheduling for all medical providers across all sites, including emergency changes and Saturday clinics.
• Maintain a database of provider scheduling preferences and restrictions.
• Manage all provider time-off requests and schedule revisions (vacation, CME, holidays, etc.), determine coverage as needed, and communicate updates to practice managers and stakeholders.

Executive Support

• Provide administrative and operational support to the Chief Medical Officer (CMO), including coordination of communications and follow-up on key initiatives.

Provider Onboarding & Offboarding

• Manage onboarding and departure processes for medical providers, including distribution of checklists, ordering of lab coats and business cards, and coordination with relevant departments.

Competency & Compliance Oversight

• Monitor provider competency requirements, send communications and reminders, track completion status, and escalate delinquencies to the CMO.

Medical Staff Meeting Coordination

• Facilitate monthly General Medical Staff Meetings by managing communications, reminders, logistical support, and meeting minutes.

Professional Membership & Education Support

• Prepare and submit annual renewals for professional memberships (e.g., AAFP), and manage reimbursements for CME, licenses, and dues for medical and dental providers.

Provider Liaison

• Serve as primary point of contact for provider inquiries, requests, and operational support needs.

Other Duties as Assigned

• Perform additional provider-focused administrative tasks as needed to support clinical operations and organizational goals.

Basic Qualifications:

Education & Experience

• High school diploma required; associate degree preferred, ideally with a healthcare focus.
• Minimum of two years of experience in scheduling or administrative support, preferably in a healthcare setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and standard office equipment.

Skills & Competencies

• Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills, including professional correspondence and meeting documentation.
• High attention to detail and accuracy, with strong typing skills and the ability to transcribe recorded dictation.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Demonstrated ability to work independently and collaboratively across departments and with leadership.
• Strong interpersonal skills with the ability to build effective working relationships and represent the organization positively.
• Adaptability to changing priorities and environments, with problem-solving and critical thinking capabilities.

Additional Requirements

• Ability to travel between sites and provide coverage as needed.
• Must be able to remain stationary for extended periods and occasionally lift or move items up to 10 pounds.