Back Office Coordinator - Women's Health

TriHealth; Montgomery (OH); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

TriHealth Women’s Services in Cincinnati seeks a leader to oversee clinical teams—medical assistants and back‑office staff—to enhance efficiency and continuity of patient care within our network. Based at 8020 Liberty Way, the role emphasizes teamwork, compliance with CLIA and OSHA guidelines, and strong patient‑care focus, with opportunities for growth and a comprehensive benefits package.

The ideal candidate holds a High School Diploma or GED, 1–2 years of medical‑office MA experience, and BLS

Qualifications

• High School Diploma or GED (Required).
• 1–2 years experience Clinically in Healthcare as a Medical Assistant (Required).
• Pharmacology.
• Working knowledge of OSHA Guidelines and Managed Care plans.
• CLIA (Lab) processes and procedure.
• Basic Life Support (BLS) Required.

Responsibilities

• Accurately documents all care rendered to a patient and all actions taken on behalf of a patient.
• Assists with billing/invoicing, member enrollment, payroll deductions and annual budgeting.
• Ensures steady patient flow and leads day-to-day clinical staff; triages calls and maintains exam rooms and inventory.
• Maintains privacy and HIPAA compliance; coordinates vaccines, lab logs, and clinical manuals.
• Oversees triage calls, manages pharmacy and nurse lines, and alerts physicians for emergencies.
• Supports clinical procedures with adults and children and maintains annual competencies.

Skills

Leadership

Clinical workflow

Patient care

Team coordination

Communication

Education

High School Diploma or GED

Tools

EMR system

Billing software

Job description

Job Description

TriHealth Women’s Services is committed to providing compassionate, inclusive care for women at every stage of life. As part of Cincinnati’s largest network of Women’s Health providers, our collaborative, team‑based culture allows us to deliver exceptional and comprehensive care. We value every woman’s unique story and offer services ranging from adolescent gynecology and maternity to high‑risk obstetrics, infertility, and menopause support. Join us and help make a lasting impact on the health and well‑being of women in our community.

Location

8020 Liberty Way

Schedule

Full-time, Day shift. No weekend, holiday, or on-call commitments

**Please note: OPTIONAL positions are not eligible for TriHealth benefits**

We offer competitive shift differentials where applicable, opportunities for professional growth, and a comprehensive benefits package that may include medical, dental, vision, paid time off, retirement savings plans, and tuition reimbursement.

Job Overview

This position will provide leadership in the clinical area involving medical assistants and/or back office staff to enhance efficiency and continuity of delivery of patient care; work cooperatively with the team concept demonstrating flexibility, motivation and commitment to quality patient care.

Job Requirements

• High School Diploma or GED (Required)
• 1 - 2 years experience Clinical in Healthcare as a Medical Assistant (Required)
• Pharmacology
• Working knowledge of OSHA Guidelines and Managed Care plans
• CLIA (Lab) processes and procedure
• Basic Life Support (BLS) Required

Job Responsibilities

• Accurately documents all care rendered to a patient and all actions taken on behalf of a patient in the patient’s
• Assists with billing/invoicing, member enrollment, payroll deductions and annual budgeting.
• Assures a steady and constant patient flow from the reception room to the exam room. Provides leadership of day to day clinical staff including M.A.'s and other back office staff. Communicates with front office staff in triaging phone calls for urgent or emergent care. Maintains closet, stock, exam rooms, immunizations and meets JCAHO standards. Orients or trains all clinical staff upon hire and performs annual competency check sheet in conjunction with physicians. Identifies technical and education needs of the staff and devises a performance
• Assures that the patient's right to privacy, dignity and respect. Coordinates clinical practices and processes including annual flu clinics (administration process and documentation of all vaccines); updating all TriHealth Clinical Manuals; maintaining accurate laboratory logs in accordance with CLIA regulations; inventorying medications, injectables, and back office medical supplies, placing orders and verifying accuracy upon delivery.
• Oversees and appropriately triages patient calls and assures the proper disposition of calls to meet the patient needs. Oversees the pharmacy line and the nurse line. Makes sure that all messages are found for the day. Notifies physician with emergency complaints and demonstrates competency in clinical care protocols, including 911 and HIPAA. Notifies manager of any unusual incidents regarding patients or employees.
• Oversees and demonstrates proficiency in assisting with medical procedures on adults and children. Maintains annual competencies. Records vital signs, weight, height, head circumference if applicable, checks medicines on each visit, and notes PAP, Mammogram, and PSA and Rectal at each visit. Updates Flow Sheets (diabetic flow sheet and Coumadin) as applicable at each visit. Checks the patients DOB at each visit. Obtains a complete reason for patient visit. Assures that other medical assistants maintain their certifications.
• Oversees and maintains the safety and cleanliness of the treatment area and laboratory. Demonstrates knowledge of the principles of clean and sterile procedures in the use of medical equipment. Follows JCAHO standards such as removal of expired items. Skillfully and accurately administers pediatric and adult medications / immunizations. Ensures that others are familiar and compliant with JCAHO.

Working Conditions

• Bending -
• Climbing - Rarely
• Concentrating -
• Continuous Learning -
• Hearing: Conversation - Consistently
• Hearing: Other Sounds - Frequently
• Interpersonal Communication -
• Kneeling - Occasionally
• Lifting <10 Lbs. -
• Lifting 50+ Lbs. - Rarely
• Lifting <50 Lbs. - Occasionally
• Pulling - Rarely
• Pushing - Occasionally
• Reaching - Rarely
• Reading -
• Sitting - Consistently
• Standing - Rarely
• Stooping - Occasionally
• Talking - Consistently
• Thinking/Reasoning -
• Use of Hands - Consistently
• Color Vision - Occasionally
• Visual Acuity: Far - Frequently
• Visual Acuity: Near - Consistently
• Walking - Frequently

TriHealth SERVE Standards and ALWAYS Behaviors

At TriHealth, We Believe There Is No Responsibility More Important Than To SERVE Our Patients, Our Communities, And Our Fellow Team Members. To Achieve Our Vision And Mission, ALL TriHealth Team Members Are Expected To Demonstrate And Live The Following

Serve: ALWAYS...

• Welcome everyone by making eye contact, greeting with a smile, and saying "hello"
• Acknowledge when patients/guests are lost and escort them to their destination or find someone who can assist
• Refrain from using cell phones for personal reasons in public spaces or patient care areas

Excel: ALWAYS...

• Recognize and take personal responsibility to address and recover from service breakdowns when a customer's expectations have not been met
• Offer patients and guests priority when waiting (lines, elevators)
• Work on improving quality, safety, and service

Respect: ALWAYS...

• Respect cultural and spiritual differences and honor individual preferences.
• Respect everyone's opinion and contribution, regardless of title/role.
• Speak positively about my team members and other departments in front of patients and guests.

Value: ALWAYS...

• Value the time of others by striving to be on time, prepared and actively participating.
• Pick up trash, ensuring the physical environment is clean and safe.
• Be a good steward of our resources, using supplies and equipment efficiently and effectively, and will look for ways to avoid waste.

Engage: ALWAYS...

• Acknowledge wins and frequently thank team members and others for contributions.
• Show courtesy and compassion with customers, team members and the community