Office Coordinator II

Description

Under the direction of the Practice Manager and/or Regional Operations Manager, the Office Coordinator is daily practice operations. Supporting teams to adhere to high quality clinical processes and accurate administrative tasks while promoting a professional work environment and excellent patient experience.

Responsibilities may include, but are not limited to, the following:
Personnel
Assists the Manager in interviewing, hiring, training, and evaluating all clinical and clerical
personnel. Collaborates with Manager on all applicable staff member evaluations.
Assists the Manager in ensuring all personnel are appropriately trained, licensed, and
credentialed.
At the direction of the Manager, presents relevant information regularly at staff meetings ,via
emails, and one-on-one communication in a timely manner.
Supports the Manager in resolving any interoffice disputes for clinical and clerical personnel.
Coordinates schedules for all clinical and clerical personnel and recommends changes and
improvements as needed to the Manager.
Ensures all clinical and clerical coverage.
Schedules and facilitates clinical in-services for staff at the discretion of the Manager.
Maintains clinical and clerical competency for all staff. Oversees cross-training and education of
staff. This may include remediation/retraining for staff members, as needed.

Patient Care / Clinical Operations
Will be required to be proficient in, and sometimes perform, all aspects of a Medical
Assistant.
Assesses and evaluates patient flow in all practice sites recommends changes for quality patient
service and care.
Collaborates with Manager and Physician(s) to plan and execute process changes that improve
patient care services and patient management.
Reviews physician schedules periodically and may make suggestions to maximize
physician efficiency and productivity, coordinates changes with the Manager and
Physician(s).
Oversees performance of clinical triage for the entire practice. Maintains crash cart
supplies to the standards approved by the Clinical Excellence Committee. Maintains
appropriate compliance documentation as delegated by the Manager.
Coordinates the ordering of all clinical supplies develops effective inventory control
systems as delegated by the Manager.
Ensures the practice complies with regulations, policies, and procedures in the clinical
area, according to all applicable state and federal laws. Makes regular reports to the
Manager.
Collaborates with Manager and Physician(s) to promote efficient and cost-effective
management of resources.

Business Operations
Oversees and distributes business office work activities according to staff schedules.
Oversees the practices check-in and check-out process to accomplish efficiency and
excellent patient care.
Manages and ensures consistent collection of payment at time of service, including copays, deductibles, and outstanding balances.
Reviews accounts receivable reports monthly; brings large balances and rejection
patterns to the attention of the Manager.
Speaks with patients who have large, outstanding balances and attempts to collect on
the account or arrange a payment plan.
Maintains patient confidentiality; complies with HIPAA and compliance guidelines
established by the practice.
Attends CPR, OSHA, HIPAA and OIG training programs as required.
Supervisory Responsibilities
This job has leadership responsibilities which typically involve overseeing clerical and clinical personnel.
The position shall report directly to the Practice Manager and/or Regional Operations Manager.

Typical Physical Demands
Position requires prolonged sitting, some bending, stooping, and stretching. Good eye-hand coordination
and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office
equipment is also required. Employee will occasionally be asked tolift and carry items weighing up to 30
pounds. Employee must have normal range of hearing and eyesight to record, prepare, and communicate
appropriate documents.

Typical Working Conditions
Normal clinical office environment. Occasional evening or weekend work.

Qualifications

EDUCATIONAL REQUIREMENTS:
High School Diploma required.
Associate or Bachelors degree preferred.
Current certificate or license preferred (i.e., CMA, RMA, LPN or RN).

QUALIFICATIONS AND EXPERIENCE:
Minimum three years of work experience in a medical office setting.
Minimum one year of work experience in an allergy practice preferred.
Previous supervisory experience preferred.
Excellent communication skills.
Analytical ability strongly preferred.
Ability to utilize an electronic medical record, practice management systems and Microsoft
applications.
Understanding of scheduling, billing, collections, and patient flow in a medical practice.
Patient centered approach to problem solving and process development.
Professional appearance.