OFFICE COORDINATOR

Allergy-Partners; Laurel (MD); On-site; USD 42,000 - 54,000; Full time

Job summary

Allergy Partners in Laurel, MD seeks an Office Coordinator to lead daily clerical operations under the Practice Manager and/or Regional Operations Manager. The role supports high-quality clinical processes and a professional work environment to ensure excellent patient experiences.

Responsibilities include staff interviewing/training, scheduling, credentialing, front desk management, payments, and AR review while ensuring HIPAA compliance and ongoing process improvements with physicians.

Qualifications

• High School Diploma required.
• Associate or Bachelor’s degree preferred.
• Minimum three years of work experience in a medical office setting.
• Minimum one year of work experience in an allergy practice preferred.
• Previous supervisory experience preferred.
• Excellent communication skills required.
• Ability to utilize an electronic medical record, practice management systems and Microsoft applications.

Responsibilities

• Lead clerical and administrative tasks for daily practice operations.
• Assist in interviewing, hiring, training, and evaluating clerical staff.
• Coordinate staff schedules and ensure front office/clinical coverage.
• Manage patient check-in/check-out processes and patient flow.
• Oversee billing, collections, and accounts receivable reporting.
• Ensure HIPAA compliance and staff training on privacy policies.
• Support process improvements with physicians and managers.

Skills

Communication skills

Analytical ability

EMR proficiency

Education

High School Diploma

Associate or Bachelor’s degree

Tools

EMR systems

Practice management software

Microsoft Office

Job description

POSITION: Office CoordinatorREPORTS TO: Practice Manager and/or Regional Operations ManagerJOB SUMMARY: Under the direction of the Practice Manager and/or Regional Operations Manager, the Office Coordinator is responsible for leading and coordinating all clerical activities related to daily practice operations. Supporting teams to adhere to high quality clinical processes and accurate administrative tasks while promoting a professional work environment and excellent patient experience.Responsibilities may include, but are not limited to, the following:PersonnelAssists the Manager in interviewing, hiring, training, and evaluating clerical personnel. Collaborates with Manager on all applicable staffmember evaluations.Assists the Manager in ensuring all personnel are appropriately trained, licensed, and credentialed.At the direction of the Manager, presents relevant information regularly at staff meetings, via emails, and one-on-one communication in a timely manner.Supports the Manager in resolving any interoffice disputes for clinical and/orclerical personnel.Coordinates schedules for all appropriate personnel and recommends changes and improvements as needed to the Manager.Ensures all front office and clinical coverage as applicable.Schedules and facilitates clinical in-services for staff at the discretion of the Manager.Maintains clerical competency for all staff which may include clinical staff. Oversees cross-training and education of staff. This may include remediation/retraining for staff members, as needed.Admin / Business OperationsWill be required to be proficient in, and sometimes perform, all aspects of a Patient Service Representative, charge entry and/or scrubbing,and patient collection support.Collaborates with Manager and Physician(s) to plan and execute process changes that improve patient care services and patient management.Reviews physician schedules periodically and may make suggestions to maximize physician efficiency and productivity, coordinates changes with the Manager and Physician(s).Coordinates the ordering of all front office / admin supplies—develops effective inventory control systems as delegated by the Manager.Collaborates with Manager and Physician(s) to promote efficient and cost-effective management of resources.Oversees and distributes business office work activities according to staff schedules.Oversees the practice’s check-in and check-out process to accomplish efficiency and excellent patient care.Recommends changes for positive patient experience.Manages and ensures consistent collection of payment at time of service, including co-pays, deductibles, and outstanding balances.Reviews accounts receivable reports monthly; brings large balances and rejection patterns to the attention of the Manager.•Speaks with patients who have large, outstanding balances and attempts to collect on the account or arrange a payment plan.•Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice.Completes all assigned AP training (such as CPR, OSHA, HIPAA, Compliance, Information Security, others) within designated timeframes.Complies with Allergy Partners and respective hub/department policies and reports incidents of policy violations to a Supervisor/Manager/Director, Department of Compliance & Privacy or via the AP EthicsPoint hotline.And any other tasks deemed necessary by management.Supervisory ResponsibilitiesThis job has leadership responsibilities which typically involve overseeing clerical and clinical personnel. The position shall report directly to the Practice Manager and/or Regional Operations Manager.Typical Physical DemandsPosition requires prolonged sitting, some bending, stooping, and stretching. Good eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is also required. Employee will occasionally be asked to lift and carry items weighing up to 30 pounds. Employee must have normal range of hearing and eyesight to record, prepare, and communicate appropriate documents.Typical Working ConditionsNormal clinical office environment. Occasional evening or weekend work.EDUCATIONAL REQUIREMENTS:High School Diploma required.Associate or Bachelor’s degree preferred.QUALIFICATIONS AND EXPERIENCE:Minimum three years of work experience in a medical office setting.Minimum one year of work experience in an allergy practice preferred.Previous supervisory experience preferred.Excellent communication skills.Analytical ability strongly preferred.Ability to utilize an electronic medical record, practice management systems and Microsoft applications.Understanding of scheduling, billing, collections, and patient flow in a medical practice.Patient centered approach to problem solving and process development.Professional appearance.