Office Coordinator

Office Coordinator Responsibilities

• Coordinate office operations and procedures to ensure efficiency and quality.
• Develop and implement office flow policies and procedures.
• Revise procedures and evaluate production to maintain a smooth operation and constant workflow throughout the practice, always seeking ways to do this more efficiently and cost-effectively.
• Organize and assign duties to employees relating to time and attendance; billing process within the division; transcription and typing; medical records; appointment scheduling; answering the telephone; assisting the physicians in the office; housekeeping; and maintenance.
• Orient and train employees; collaborate in developing training materials.
• Monitor performance of non‑clinical practice personnel to ensure that assigned duties are completed in a timely fashion consistent with hospital standards of accuracy and patient care.
• Prepare and maintain time sheets; schedule employee time off according to hospital policy and current needs; procure coverage for absent employees as appropriate; prepare all division vouchers for approval.
• Assure protection of patient files and protected patient information.
• Maintain the inventory of all supplies needed and troubleshoot equipment issues, reporting faulty or missing equipment upon discovery.
• Organize and assign duties to employees relating to scheduling, bookkeeping, correspondence, patient registration, records payment, and billing.
• Manage patient appointment and physician meeting schedules.
• Transcribe letters and manage correspondence.
• Answer phones; collect, open, prepare, and distribute incoming and outgoing mail, faxes, and e‑mail.
• Check out departing patients and make any necessary follow‑up appointments, scheduling appropriate tests and procedures; make referral appointments.
• Handle patient complaints and follow up with billing and registration departments to ensure patient satisfaction.
• Act as liaison to various patient service departments, including but not limited to cardiology, radiology, in‑patient units, and lab.
• Report all necessary information and or unusual occurrences in accordance with documented policy and procedure.
• Participate in Quality Assurance activities.
• Participate in the implementation of changes based on QA or nationally recognized recommendations.
• Be responsible for projecting a professional image and behavior when interacting with patients and personnel.
• Demonstrate a professional level of tact, courtesy, respect, empathy and enthusiasm on an ongoing basis when dealing with patients and fellow employees.
• Use constructive criticism to the best of his or her ability to improve job performance as requested.
• Actively participate in group and person‑to‑person discussions on departmental issues.
• Serve as a superuser for computer applications.
• Must be well versed and able to train new employees and familiar with systems to assist physicians and nursing staff on use and troubleshooting.
• Provide the department with general administrative support.
• Prepare correspondence and reports with a high level of attention to established grammar, spelling accuracy, and professional layout.
• File and maintain records for the Department.
• Assist in the preparation and maintenance of division statistics and develop and maintain a system for NJ State Perform Care, track and maintain statistics.
• Review all billing processes and create policies and procedures for the center related to patient’s accounts.
• Work with the Business Office to create a system of reconciliation for charges and payments across all accounts.
• Review with staff the therapeutic hold summaries with corrections for finalization and faxing Athena.
• Maintain database/statistics related to therapeutics holds.

• 3–5 years’ experience in a physician office setting, in a lead role
• Strong MS Office Suite skills
• Excellent verbal communication skills
• Ability to maintain tact and diplomacy
• High attention to detail; ability to multitask

Salary Range: 22.94 – 36.70 USD

We offer competitive base rates that are determined by many factors, including job‑related work experience, internal equity, and industry‑specific market data
. In addition to base salary, some…