Lead Administrative Coordinator - Family Practice - Malden

Melrose Wakefield Hospital; Malden (MA); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading healthcare facility is seeking an administrative support professional to enhance operational efficiency. This role involves scheduling, record management, and providing clerical support in a dynamic environment. The ideal candidate will have a high school diploma, relevant experience in healthcare, and excellent organizational skills.

Qualifications

• Three years of experience in healthcare, including staffing and scheduling.
• Ability to work independently and prioritize tasks.

Responsibilities

• Schedule appointments and maintain office records.
• Handle patient communications and verify insurance.
• Manage daily office operations and support staffing needs.

Skills

Computer literacy

Interpersonal skills

Customer service skills

Organizational skills

Knowledge of medical terminology

Education

High School diploma or equivalent

Associate's or Bachelor's degree (preferred)

Job description

Job Profile Summary

This role focuses on providing administrative and business support to the organization to achieve operational goals. Responsibilities include producing documents, recording, sorting, and filing information, handling mail, preparing routine reports, making travel arrangements, scheduling appointments, responding to inquiries, data entry, and operating office equipment. It is an organizational support or clerical role that supports daily business activities in a 'hands-on' environment. The role involves delivering support services, often under supervision, requiring broad knowledge of operational procedures, and may require vocational or technical education. It works under limited supervision, provides assistance and training to lower-level employees, and handles non-routine problems requiring analysis.

Job Overview

This position oversees the daily secretarial, routine office, supply ordering, and operational tasks supporting a single site. It involves planning, organizing, assigning, and directing staffing needs, including scheduling work for physician support assignments.

Job Description

Minimum Qualifications:

• High School diploma or equivalent.
• Three (3) years of experience in healthcare, including staffing and scheduling.

Preferred Qualifications:

• Associate's or Bachelor's degree.
• Five (5) years of experience in healthcare, including staffing and scheduling.

Duties and Responsibilities:

1. Schedule appointments for physician visits, diagnostic procedures, tests, and preventive visits.
2. Maintain office records, patient, and office files, reviewing for accuracy and updating information.
3. Handle routine administrative details for the medical office.
4. Verify insurance on every registration and educate patients on their insurance status.
5. Complete prior insurance authorizations and pre-certifications for patient procedures.
6. Communicate with patients regarding their financial responsibilities and discuss bad debt or collection history.
7. Secure monies collected during shifts and post collections to patient accounts accurately.
8. Submit or inquire about patient referrals using CPT and ICD codes via POS machine and REVS Internet.
9. Answer calls, triage their urgency, and act as receptionist greeting visitors and vendors.
10. Enter standing orders for patients with regular testing requirements.
11. Maintain daily quality assurance reports and review patient accounts for accuracy.
12. Follow office procedures during computer downtime.
13. Open and close the office daily.
14. Handle transcription, lab correspondence, and documentation, routing for signatures per policies and law.
15. Ensure proper documentation in medical records for compliance.
16. Interface with other physician offices for procedures and requirements.
17. Manage patient tasks, including scheduling follow-ups and providing patient education.
18. Process incoming mail and lab work.
19. Order and maintain office supplies and equipment.
20. Monitor sick calls and staffing issues, working with the Site lead for replacements.
21. Collaborate on training and re-training of new hires, monitoring their progress.
22. Check in with site staff daily, maintaining presence in their location.
23. Register patients, gather and match patient information.
24. Communicate with insurance vendors on patient’s behalf.
25. Retrieve necessary documentation and submit for insurance review.
26. Determine costs of procedures and assess patient financial and insurance status, educating them on options.
27. Collect payments, provide change/receipts, and communicate authorization statuses.
28. Run end-of-shift money journal, ensure balancing, and turn in monies to cashier.
29. Book appointments based on patient needs and communicate instructions.
30. Pull orders for testing, report discrepancies.
31. Secure procedure rooms and equipment, set alarms.
32. Manage physician scheduling and chart retrieval.
33. Gather medical records for releases.

Physical Requirements

• Frequent sitting, occasional standing, lifting 10-15 lbs.
• Exposure to dust and office discomforts.
• Manual dexterity for keyboard use.
• Ability to see and read reports, hear instructions.

Skills & Abilities

• Computer literacy, interpersonal and customer service skills.
• Tact, business skills, organizational skills, knowledge of medical terminology.
• Ability to work independently, prioritize, be flexible, and self-motivated.