Medical Office Coordinator

Job Description:

The Medical Office Coordinator is responsible for managing all aspects of front-office operations within a healthcare clinic and/or facility. This includes scheduling patient appointments, managing the referral process, coordinating with insurance companies, and handling patient inquiries. The role ensures smooth administrative operations, improves patient satisfaction, and supports medical staff with their operational needs.

Key Responsibilities:

1- Patient Coordination:

• Schedule and coordinate patient appointments efficiently, ensuring proper management of appointment calendars.
• Greet patients as they arrive and provide them with necessary forms and documentation for new or follow- up visits.
• Collect patient co-pays, fees, and other payments as required at the time of service.
• Verify patient insurance information, ensure coverage is accurate and obtain prior authorizations for referrals or procedures.

2 -Referral Management:

• Manage the referral process for patients requiring specialist care, diagnostic tests, or treatments.
• Coordinate and track all referrals, ensuring that referral documents and medical records are complete, accurate, and sent to the appropriate specialist or provider.
• Communicate with specialists’ offices to ensure they have received and processed the referral.
• Follow up with patients to ensure that they attend referral appointments and provide any necessary reminders.

3- Insurance Verification and Authorization:

• Work closely with insurance providers to verify patient coverage and ensure all referrals and treatments are covered.
• Obtain pre-authorization for referrals, treatments, or procedures when required by the patient’s insurance plan.
• Handle discrepancies with insurance coverage or denied claims and work with the insurance company to resolve any issues impacting patient care or referrals.

4- Office Administration:

• Answer phone calls and emails promptly and professionally, directing inquiries to the appropriate department or staff member.
• Maintain patient records in compliance with HIPAA regulations, ensuring that all patient information is up-to-date and confidential.
• Assist with general office tasks, including data entry, patient intake paperwork, and supporting medical staff with administrative tasks as needed.

5- Communication:

• Serve as the point of contact between patients, healthcare providers, and insurance companies, ensuring clear and effective communication at all stages of the referral and care process.
• Provide patients with timely appointment reminders, explain referral procedures, and answer questions regarding insurance or appointments.
• Address patient concerns and escalate issues when necessary to ensure high levels of customer service and satisfaction.

6 - Compliance and Documentation:

• Ensure the office complies with HIPAA regulations and other healthcare laws.
• Ensure all medical records are accurately filed and stored in compliance with regulations.
• Manage electronic health record (EHR) systems, ensuring proper data entry.
• Ensure all referral activities comply with HIPAA regulations and other healthcare industry standards.

7 - Team Support:

• Support the medical staff with administrative tasks as needed.
• Assist with billing inquiries and resolve issues with patient accounts.
• Manage office schedules to optimize staff and patient workflows.

Qualifications and Skills:

Education: High school diploma or equivalent required; Associate degree or relevant certifications in Medical Office Administration preferred.

Experience: Previous experience in a front-office or administrative role in a medical or healthcare setting.

Skills:

• Strong knowledge of medical terminology, referral management, and insurance processes.
• Familiarity with insurance policies, prior authorizations, and navigating insurance for medical referrals.
• Proficient in using office software, Electronic Health Record (EHR) systems, and medical scheduling software.
• Strong communication, organizational, and multitasking skills, with the ability to work well under pressure.
• Ability to maintain confidentiality and comply with HIPAA guidelines.

Compensation:

• Hourly Rate: $22 to $23 per hour, negotiable based on experience.

Hours:

• Office hours: Monday to Friday 8:00am-5:00pm (Flexibility may be required)

Benefits:

• Health Insurance
• Paid Time Off (PTO)
• Disability

Job Type: Full-time

Pay: $22.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Experience:

• Medical receptionist: 3 years (Required)
• Insurance verification: 3 years (Required)

Ability to Commute:

• Boynton Beach, FL 33435 (Required)

Work Location: In person

Salary : $22 - $23