Medical Office Coordinator FT 80 hours/Bi-weekly

North Star Health; Springfield (VT); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) with company match

Generous paid time off

Wellness programs

Job summary

North Star Health, a federally qualified health center in Southern Vermont/New Hampshire, seeks an organized Medical Office Coordinator. You will greet patients, manage registrations, schedule appointments, and maintain PHI with professionalism.

Collaboration with the care team ensures high-quality patient experiences. The role emphasizes courteous, efficient service, accurate data handling, and flexibility to meet organizational needs.

Qualifications

• High School diploma or equivalent.
• Prefer experience in a customer service or healthcare related role.
• Working knowledge of medical terminology and HIPAA regulations.

Responsibilities

• Greet and assist patients in person and over the phone to ensure a positive experience.
• Handle patient registration, scheduling, document administration and reception per policies.
• Schedule appointments and manage reminders, eligibility and patient communications.
• Triages calls and routes to nurse or practitioner as needed.
• Maintain PHI and ensure confidentiality per North Star Health policy.
• Represent North Star Health in a professional and welcoming manner.
• Support team with registration workflows and data accuracy.

Skills

Customer service

Attention to detail

Communication

Team collaboration

Problem solving

Education

High School diploma or equivalent

Tools

HIPAA regulations

Job description

Description

About us:

North Star Health is a federally qualified health center located in Southern Vermont and New Hampshire. We are centrally located between larger cities like Boston, NYC, and Montreal Quebec. We are hiring enthusiastic dependable team players with a desire for a rewarding career in the medical field. We value our employees, offer competitive salary and benefits, and understand the importance of work-life balance.

Job Summary:

The Medical Office Coordinator will greet and attend to patients in person and over the phone, ensuring a positive patient experience. Performs all aspects of patient registration, scheduling, document administration and reception while keeping to North Star's customer service standards. Works in collaboration with team members to deliver high quality care and contribute to a positive work culture.

The major duties which are regularly performed and normally assigned to the position

• Perform all front-end administrative duties to best meet the needs of our patients in a timely, efficient, competent manner.
• Promptly manages telephone calls professionally, including voicemail, patient portal and answering service messages.
• Schedules patient appointments, following office protocols to ensure appropriate access for patients and maintains the flow in the office.
• Triages phone calls for immediacy of problem and routes messages to nurse or practitioner as appropriate. Takes complete messages with appropriate details according to the Telephone Triage During Business Hours Policy.
• Performs department inbox management function in an organized systematic manner. This function is completed promptly following established guidelines.
• Manages appointment functions such as appointment ticklers, appt reminders, portal scheduling, eligibility, and phone list, wait list, and patient reminder calls.
• Handles all PHI requests according to North Star Health policy.
• Greets patients in a professional, polite, prompt, helpful, friendly, positive, and welcoming manner. Represent North Star Health in a positive helpful manner.
• Maintains professional composure when met with difficult situations. Avoids personalization and attempts to deescalate. Seeks or helps when appropriate. Exhibits ability to work under pressure and communicate information accurately.
• Demonstrates flexibility in work schedule and location based on the needs of the organization.
• Show competency in all areas of registration and appointment workflows, including scanning insurance cards, driver's license or other form of identification, obtaining photos, and updating patients' information with each visit. (i.e., name, phone numbers, addresses, emergency contact, guarantor information, all current insurance information with the mailing address, phone number, eligibility and all necessary FQHC required content). Collects co-pays and other patient due balances. Maintains reconciliation of payments.
• Performs all other duties as assigned.
• Adheres to policies and procedures during all activities.

Requirements

Education:

High School diploma or equivalent

Experience:

Prefer experience in a customer service or healthcare related role, Working knowledge of medical terminology and HIPAA regulations

Knowledge and Abilities:

• Innovative thinker with strong conceptual and problem-solving skills.
• Meticulous attention to detail with the ability to multi-task.
• Strong organizational, administrative, and time-management skills.
• Ability to work under pressure and react effectively to emergency situations.
• Ability to work collaboratively with all team-members.
• Ability to use discretion while working with sensitive information.
• Excellent documentation, communication, and technology skills. Passionate about healthcare excellence

We take care of our team!

Our comprehensive benefits package includes medical, dental, and vision coverage, a 401(k) with company match, generous paid time off, and engaging wellness programs that make it easy and fun to stay healthy. We're committed to supporting your well-being- at work and beyond.