Front Office Coordinator

AbsoluteCARE Medical Center & Pharmacy; Philadelphia (Philadelphia County); On-site; USD 25,000 - 28,000; Full time

Job summary

AbsoluteCare Medical Center & Pharmacy is seeking a friendly Office Coordinator to streamline patient flow, greet visitors with courtesy, and advocate for clear communication within the office. You will coordinate patient schedules, assist with insurance and financial information, and support seamless interactions across departments.

The role requires strong customer service, attention to detail, and the ability to multi-task in a fast-paced healthcare environment.

Qualifications

• High School diploma or equivalent required.
• 2 years’ experience in a similar role.
• Experience in a Patient Centered Medical Home preferred.
• Experience with eCW preferred.
• Personal and professional passion to help improve healthcare delivery.
• Demonstrated respect for and experience with culturally diverse communities.
• Ability to build and maintain relationships with a diverse population.
• Ability to multi-task, highly organized, and great communication skills.
• Team and customer service oriented.

Responsibilities

• Provide excellent customer service when greeting and engaging patients and visitors.
• Collect and manage patient demographics, history, insurance, and financial information.
• Check patients in and out for appointments in a timely manner.
• Manage patient financial transactions and payment arrangements.
• Verify insurance benefits and referral requirements.
• Collect copays, coinsurance, and deductibles.
• Prepare daily reports.
• Coordinate with clinical team to promote engagement and retention.
• Answer incoming calls and route them appropriately.
• Schedule and coordinate appointments for the multi-disciplinary team.
• Distribute correspondence.
• Demonstrate knowledge of insurance coverage and approval processes.
• Proficient use of Practice Management System/EMR, phone system, and Microsoft Word.
• Assist patients with coordination between internal departments and external agencies.
• Ensure fair and timely patient service based on criteria.
• Schedule appointments per patient preference, guidelines, provider requirements, and insurance.
• Monitor waiting rooms for appropriate behavior and order; assist with medical records for authorizations and releases.
• Distribute incoming mail, faxes, and deliveries, including refrigerated and time-sensitive items.
• Ensure accuracy of patient information in the practice management system.
• Manage referral requirements and patient follow-up.
• Document and report on payments and encounters; manage office supplies.

Skills

Customer service

Communication

Multitasking

Organizational skills

Education

High School diploma or equivalent

Tools

EMR/Electronic Medical Records

Microsoft Word

Phone system

Job description

Schedule: Monday through Friday, 8:00 AM to 5:00 PM (1-hour)

Compensation: $18 - $20 an hour (based on experience)

Job Summary

This role is responsible for coordination of patient flow within the office, greeting patients in a prompt and courtesy manner and being a patient advocate in term of facilitating communication or visits in the office, coordination of patient schedules, as well as monitoring and facilitating patient financial transactions.

Duties and Responsibilities

• Provide excellent customer service when greeting and engaging patients and visitors.
• Responsible for data collection and management, specifically demographics, patient history, insurance, and financial information.
• Check patients in and out for appointments in a timely manner.
• Managing patient financial transactions and payment arrangements.
• Verification of insurance benefits and referral authorization requirements.
• Collection of copays, coinsurance, and deductibles.
• Daily reporting.
• Coordination with assigned clinical team to promote patient engagement and retention.
• Answer incoming phone calls and routing appropriately.
• Scheduling and coordination of appointments for the multi-disciplinary team.
• Distribution of correspondence.
• Demonstrate a working knowledge of insurance coverage and benefits; appropriate triage of patient and physician needs; and the general procedures of a physician office.
• Proficient use of the Practice Management System/EMR, Phone System and Microsoft Word.
• Assist patients in coordination between the internal departments of the office as well as external agencies.
• Ensure that patients are seen in a fair, timely and equitable manner based on established criteria.
• Schedule appointments per patient preference, office guidelines, provider requirements, diagnosis, insurance coverage, and individual preferences.
• Monitor waiting rooms to ensure that patient and visitor’s behavior is appropriate, the waiting room is clean and in order assist with medical records in terms of obtaining designated authorizations for release and coordinating between medical records and the patient and/or third party.
• Distribute incoming mail, faxes, and deliveries, specifically refrigerated and time sensitive items.
• Assure accuracy of patient (insurance and demographic) information in the practice management system.
• Referral management and assisting patients with these requirements.
• Accurate reporting and management of collected payments and encounter documentation.
• Manage office supply needs.

Minimum Qualifications

• High School diploma or equivalent required.
• 2 years’ experience in a similar role.
• Experience in a Patient Center Medical Home preferred.
• Experience with eCW preferred.
• Personal and professional passion to help improve healthcare delivery.
• Demonstrated respect for and experience with culturally diverse communities.
• Ability to build and maintain relationships with a diverse population.
• Ability to multi-task, highly organized, and great communication skills.
• Team and customer service oriented.

Working conditions

This job operates in a professional office environment. This role routinely uses general office equipment.

Physical requirements

• Ability to communicate clearly and exchange accurate information constantly.
• Ability to remain stationary for long periods of time.
• Constantly operates computer, keyboard, copy and fax machine, phone, and other general office equipment.

• Ability to occasionally move objects up to 20 lbs.

Direct reports

None.

All Employees are expected to maintain the security and privacy of all information that is owned by AbsoluteCare or maintained on behalf of the company’s patients, employees, and business partners. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.