Office Coordinator - Urgent Care Howell

Trinity Health MI; Howell (MI); On-site; USD 52,000 - 66,000; Full time

Job summary

Trinity Health MI is seeking an experienced Office Manager with MA background to oversee front desk operations and supervise MA staff. The role focuses on delivering friendly, efficient patient service and ensuring smooth office flow in collaboration with the Clinic Manager.

The position requires prior supervisory experience, medical office exposure, and strong knowledge of EMR systems. Training will be provided for MA staff and processes will follow healthcare regulations and organizational

Qualifications

• High school diploma or equivalent; associate’s or bachelor’s degree preferred.
• 3–5 years in a medical office with reception or cross‑trained MA duties.
• Supervisory experience preferred.

Responsibilities

• Oversee front desk staff to ensure friendly, efficient service.
• Plan and implement operational processes of the front desk.
• Resolve patient and staff issues and escalate when needed.
• Supervise day-to-day operations of assigned areas for efficiency and fiscal responsibility.
• Provide feedback to staff and maintain high service standards.
• Coordinate with clinic leadership on day-to-day operations.

Skills

Staff supervision

Communication

Medical terminology

EMR/EPIC knowledge

Education

High school diploma or equivalent; associate/bachelor preferred

Tools

EMR/EPIC

Windows/Office software

Job description

Looking for a candidate with an MA background/experience - will be training MA staff.

Position Description

This position is responsible for overseeing specified areas of the office in collaboration with the Clinic Manager. Primary responsibilities include ensuring patients receive friendly, efficient service and maintaining efficient flow of the overall office, working with other supervisors to achieve operational goals as defined by the practice leadership.

Must-Have Mandates

• Must not attend mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatories mandatories mandatories mandatories mandatories mandatory mandatory mandatories mandatories mandatories mandatories mandatories mandatories mandatories mandatory mandatory mandatory mandatories mandatories mandatories mandatories mandatories mandatories mandatories mandatories mandatories mandatory mandatory mandatories mandatory mandatorily mandatory

Employment Type

Full time

Shift

Rotating Shift

Essential Job Functions

• Ensure patients receive friendly, efficient service and supervise the medical reception staff.
• Plan and implement operational processes of the front desk department.
• Manage complex patient reception/medical records problems or insurance issues.
• Supervise day-to-day operations of assigned areas to ensure efficient, fiscally responsible and customer-responsive procedures.
• Provide feedback to staff and resolve patient and staff issues.
• Communicate promptly with office leadership, providers, triage and staff regarding all issues impacting day‐to‑day operations.
• Develop clinical protocols to ensure compliance with federal regulations.
• Maintain and update staff schedules and PTO in the electronic timekeeping system, and approve or decline PTO requests in conjunction with the Clinic Manager.
• Organize training materials for new employees and keep materials up to date.
• Keep department staff informed on new guidelines and required information.
• Oversee ordering and maintenance of office supplies for the front office.
• Hire, train and conduct performance reviews for department staff.
• Assist in development and oversight of the office budget.
• Manage clerical audits, internal and external, for the office.
• Attend monthly Reception Leadership meetings and provide updates to staff and leadership.
• Maintain awareness of provider schedules and train staff to monitor daily schedules.
• Provide feedback to staff and maintain knowledge of office services, billing, and managed care basic services.
• Serve as go‑to for more complex and escalated issues.
• Support other offices, attend required meetings and training, and participate in committees.
• Assume additional duties as required.

Organizational Expectations

• Create a positive, professional, service‑oriented work environment.
• Work effectively as a member of the office management team.
• Complete IHA’s “The Customer” training and adhere to IHA’s customer service standards.
• Maintain knowledge of office services and use of all relevant equipment, computer and manual systems.
• Maintain strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines.
• Serve as a role model, demonstrating exceptional ability and willingness to take on new responsibilities.
• Embrace new ideas and respect cultural differences.
• Use resources efficiently.
• Maintain appropriate licensure/certification and continuing education credentials.

Measured By

Performance that meets or exceeds IHA CARES Values expectations as outlined in the IHA Performance Review document.

Essential Qualifications

• Education: High school graduate or equivalent with applicable college coursework or seminars in management and supervision; Associate’s or Bachelor’s degree preferred.
• Credential: Medical Assistant certification through one of the following agencies: American Association of Medical Assistants (CMA), American Medical Technologists (RMA), National Center for Competency Testing (NCMA), National Healthcareer Association (CCMA), National Association of Health Professionals (NRCMA), or American Medical Certification Association (CMAC).
• Experience: Minimum 3‑5 years in a medical office with reception or cross‑trained medical assisting duties; prior supervisory experience strongly preferred.

Position Requirements (Abilities & Skills)

• Work independently and supervise office staff under Clinic Manager oversight.
• Effectively supervise functional areas such as reception and medical records.
• Knowledge of patient care procedures and organizational policies.
• Proficiency in medical terminology and basic mathematics.
• Proficient in operating standard desktop and Windows‑based computer systems, including EMR, EPIC, email, e‑learning, intranet, Word, Excel, and other required software.
• Excellent written and verbal communication and phone etiquette.
• Ability to speak before groups, in person or virtually.
• Team‑oriented collaborative skills with courteous demeanor.
• Ability to work with diverse populations and organizational members.
• Cross‑train in other practice areas to ensure smooth operations.
• Strong organizational and time‑management skills to handle multiple priorities.
• Sound judgment and problem‑solving skills for staffing and patient issues.
• Handle confidential patient and organizational information.
• Knowledge of compliance aspects of clinical care and patient privacy.
• Ability to travel to other sites and attend meetings/training locations.
• Successfully complete IHA competency‑based program during training.

Minimum Physical Expectations

• Work frequently on a computer, using keyboard, phone, and charting.
• Work involves standing, walking, bending, stooping, reaching, climbing, kneeling, twisting, and occasional lifting or pulling up to 30 lbs.
• Requires close vision, depth perception, peripheral vision, and manual dexterity to operate office equipment.
• Must hear and speak well enough for telephone and face‑to‑face conversations in English.

Minimum Environmental Expectations

This job operates in a medical facility and requires regular walking to various locations. Employees work around patient care equipment, potential hazardous materials, bloodborne pathogens, bodily fluids, sharps, x‑rays, and contagious diseases. The position involves significant interaction with patients and can be stressful with competing priorities.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.