Office Coordinator

ATHENA TENNESSEE REGIONAL MSO; Franklin (TN); On-site; USD 32,000 - 44,000; Full time

Benefits offered by this job

401(k) matching

Dental insurance

Disability insurance

Health insurance

Life insurance

Paid time off

Vision insurance

Job summary

Athena Care is seeking a Medical Receptionist/Office Coordinator for our Franklin clinic. Core duties include greeting patients, managing check-in/out, and coordinating front office tasks to ensure a smooth patient experience.

The role requires excellent customer service, punctuality, and ability to handle multiple office processes while maintaining HIPAA compliance and accuracy in records.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 1-year healthcare experience preferred.

Responsibilities

• Greets incoming patients and assists with check-in process.
• Manage provider schedules – including scheduling and rescheduling of appointments.
• Collect copay/balance at check-in; call to collect telehealth copays/balances after the appointment.
• Ensures completion of intake process and proper charting of IDs/INS cards.
• Provide superior customer service to all individuals and agencies involved through all modes of contact.
• Maintains patient confidentiality and complies with HIPAA and other regulatory requirements.
• Identifies and resolves client needs and issues to ensure quality patient service.
• Complete administrative tasks to keep the office organized and presentable.
• Communicate updates to supervisors and peers about current and completed tasks.

Skills

Verbal communication

Phone Skills

Listening

Data entry skills

People skills

Informing

Customer focus

Customer Service

Attention to detail

Professionalism

Multi- tasking

Education

High school diploma

Associate or Bachelor's degree preferred

Job description

Description

At Athena Care, our mission is to improve access to quality mental health care so that people can live happier, healthier, more productive lives. Our vision is to create the leading mental health services platform in Tennessee and neighboring states.

Athena Care provides comprehensive mental health services to children, adolescents, and adults across all of Tennessee. Services include diagnostic assessment, medical management, psychotherapy, and interventional psychiatry, such as TMS and Spravato. Founded in 2001, Athena Care is “in-network” with most major insurance plans.

Job Summary:

Athena Care is currently seeking a Medical Receptionist/Office Coordinator for our Franklin clinic. This role will have a set schedule of 8AM-5PM Monday through Friday.

The Medical Receptionist / Office Coordinator ensures the overall patient experience goes smoothly. This person serves as a point of contact for all front office employees. Job duties include greeting patients and navigating the check-in and out process while striving for patient satisfaction in every interaction. In addition to excellent customer service the office coordinator must be dependable, reliable, and punctual for every scheduled shift.

Core Job Duties & Responsibilities

• Greets incoming patients, and assists with check in process
• As needed, answers calls or other contact forms from patients; engages professionally and courteously with contact
• Collect copay/balance at check in; call to collect all telehealth copays/balances after the appointment is over
• Managing provider schedules – including scheduling and rescheduling of appointments
• Ensures completion of intake process, provides support to both clients and providers as needed; make sure ID’s and INS cards are uploaded to chart
• Provide superior customer service to all individuals and agencies involved through all modes of contact
• Ensures compliance with all policies and procedures, including maintaining patient confidentiality, as well as compliance with regulations of appropriate regulatory agencies (i.e., OSHA, CLIA, HIPAA, Department of Mental Health and Substance Abuse Services, etc.)
• Identifies and resolves client's needs and issues to ensure quality patient service as they arise
• Follow contact center protocol for handling inquires as they arise
• Completes administrative and operational tasks to ensure the office is clean, organized, free of clutter and presents well to patients and visitors
• Communicates effectively within the organization providing regular updates to supervisors and peers about current and completed tasks
• Requests all office supplies
• Completing medical Records or assigning them to the appropriate person
• Sorting mail and making sure it is delivered to the appropriate person
• Makes weekly bank deposits
• Complete monthly Safety/Fire Extinguisher/Emergency lights log
• Maintain Freezer/Refrigerator temperature log daily
• Weekly safety plug check
• Maintain first aid kit to meet state regulations
• Other duties as assigned

Requirements

Education/Experience:

• High school diploma or equivalent required; associate or bachelor's degree preferred
• 1-year prior healthcare experience preferred

Licenses/ Certifications:

• None required

Knowledge, Skills, & Abilities

• Verbal communication
• Phone Skills
• Listening
• Data entry skills
• People skills
• Informing
• Customer focus
• Customer Service
• Attention to detail
• Professionalism
• Multi- tasking

Physical Requirements

• This is an office-type role with primary sedentary job duties and limited reaching, pulling, pushing, or carrying.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance