Medical Front Office Coordinator

Front Office Coordinator

Rate: Hourly

FLSA Status: Non-Exempt

Reports To: Office Manager Assistant

General Summary of Duties:

Performs various clerical duties for the office manager, clinical staff, or physicians including: answering telephones, taking messages, scheduling appointments, copying, and creating/filing charts.  Responsible for data entry, filing insurance claims, and patient account follow up, as well as monthly reports.

Major Responsibilities/Tasks:

1.      Answer and screen telephone calls in a courteous manner, and record messages for physician and other personnel.

2.      Schedule patient appointments and procedures according to established policies and procedures.

3.      Obtain accurate information from patients and ensure all registration forms are complete.

4.      Collect patient and insurance payments and reconcile charges on a daily basis.

5.      Prepare insurance forms and associated correspondence.

6.      Verify account balances and refunds for accuracy. Provide information to patients regarding unpaid balances.

7.      File records in appropriate sections of patient charts and keep patient charts in proper order.

8.      Prepare patient charts in advance and file patient charts when complete.

9.      Transcribe letters and create forms as needed.

10.   Copy patient information and forward to the requesting party after receiving appropriate consent to release medical records.

11.   Maintain files and records in a confidential manner.

12.   Maintain organization and efficiency of the front office, including office supply inventory.

13.   Maintain patient confidentiality.

14.   Perform other related duties as directed or assigned.

EDUCATION:  High school diploma or GED. 

EXPERIENCE:  Minimum of two years of administrative assistant experience in a medical office, including medical billing experience.

Performance Requirements:

 Knowledge:

1.      Knowledge of clinic policies and procedures.

2.      Knowledge of medical terminology and insurance practices.

3.      Knowledge of computer programs and applications.

4.      Knowledge of grammar, spelling, and punctuation to type from draft copy and review and edit reports and correspondence.

5.      Knowledge of basic arithmetic to make calculations, balance and reconcile figures, and make changes accurately.

6.      Knowledge of CPT and ICD-9 coding.

Skills:

1.      Skill in operating office equipment

2.      Skill in handling paperwork/filing adequately.

3.      Skill in handling incoming phone calls and triaging appropriately.

4.      Skill in written and verbal communication.

5.      Skill in gathering, interpreting, and reporting insurance information.

6.      Skill in trouble-shooting insurance claims issues and resolving appropriately.

Abilities:

1.      Ability to type 60 words per minute using word-processing software. Able to learn/use other computer programs including Microsoft® Excel, e-mail, Internet, and Microsoft® PowerPoint.

2.      Ability to work effectively as a team member with physicians and other staff.

3.      Ability to sort and file materials correctly by alphabetic or numeric systems.

4.      Ability to interpret and understand insurance benefits and reimbursement.

5.      Ability to flexibly respond to changing demands.

6.      Ability to organize and prioritize tasks effectively.

7.      Ability to communicate clearly.

8.      Ability to work with little supervision.

9.      Ability to establish and maintain effective working relationships with patients, employees, and the public.

Equipment Operated: Office machinery including computers, fax, dictating machine, calculator, and photocopier. Occasionally lift and carry files up to 20 pounds.  

Work Environment: Work performed in an office environment. Involves frequent contact with staff and patients. May require working under stressful conditions.

Mental/Physical Requirements: Manual dexterity for office machine operation including computer and calculator; stooping, bending to handle files and supplies, mobility to complete errands or deliveries, or sitting for extended periods of time. Stress can be triggered by multiple staff demands and deadlines. 

Disclaimer: This description is intended to provide only basic guidelines for meeting job requirements.  Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.