Office Coordinator

100 Mary Washington Healthcare; United States; On-site; USD 26,000 - 34,000; Full time

Job summary

Mary Washington Healthcare is seeking a patient access coordinator responsible for obtaining and verifying insurance and pre-authorization information, scheduling with EPIC, and collecting self-pay and co-pays. The role supports day-to-day operations, greets patients, and maintains records to ensure smooth workflow.

You will handle inquiries, explain paperwork, monitor appointments, and liaise with insurance companies and physicians to secure approvals and proper reimbursement.

Qualifications

• High school diploma or equivalent.
• Basic computer skills.
• Strong verbal and written communications skills required.
• One year related experience in a call center, patient registration, patient accounts, or patient billing preferred.
• Experience in third party insurance and insurance terminology, CPT, and ICD-10 codes preferred.

Responsibilities

• Greets all customers in a courteous and professional manner.
• Addresses customers’ needs efficiently, effectively, and confidentially.
• Manages insurance verification and pre-authorizations.
• Schedules appointments via EPIC and follows up on no-shows.
• Works with patients on financial matters including co-pays and deductibles.

Skills

Verbal and written communication

Basic computer skills

Insurance/billing experience

Education

High school diploma or equivalent

Job description

Job Summary

Start the day excited to make a difference…end the day knowing you did. Come join our team. This position is accountable to obtain and verify all patient insurance and pre-authorization information, perform scheduling functions, and collect self-pay, co-pay, and patient deductibles. The incumbent in this position is accountable to perform a variety of clerical, reception, and other support functions that will ensure timely and effective day-to-day operations and communications. This includes, but is not limited to, answering telephones, greeting patients, entering outpatient orders, maintaining records, and monitoring flow.

Essential Functions & Responsibilities

• Greets all customers in a courteous and professional manner.
• Addresses customers’ needs efficiently, effectively, and confidentially.
• Provides excellent customer service and supports the facility annual customer service goals.
• Maintains an organized and efficient work area.
• Monitors patient schedules, workflow, and activities of all Cardiac and Pulmonary Rehab patients.
• Ensures patients, family members, and Associates are kept informed of activities and delays.
• Provides ongoing follow-up regarding delays for affected patients.
• Presents patients with appropriate paperwork based on appointment type and registration status.
• Collects insurance cards, valid ID, and other documentation as needed.
• Maintains documentation necessary for compliance with state, federal, and other regulatory agency requirements.
• Answers telephones courteously, professionally, and promptly.
• Screens and transfers telephone calls or takes messages as appropriate.
• Assists with various patient financial matters, including upfront collection of any patient financial obligations.
• Schedules appointments as ordered by a physician through EPIC.
• Follows up with patients who cancel appointments or are no-shows.
• Monitors scheduling worklists to ensure timely scheduling and insurance verification.
• Obtains authorization information from insurances via their website as applicable.
• Communicates with insurance companies to determine appropriate benefits and co-pays.
• Documents pre-authorizations and prorates bills with management approval, to accurately secure proper reimbursement from insurance companies and patients.
• Maintains knowledge of CPT and ICD-10 codes, ensuring orders are entered accurately and efficiently.
• Follows up on orders and required documents requested from ordering physicians as appropriate.
• Serves as a liaison to the patient/guarantor, insurance company, and physician office to ensure all necessary approvals for services rendered and received are documented appropriately.
• Completes registrations in EPIC.
• Enters all necessary pre-authorization documentation onto EPIC and follow-up with patients/guarantors.
• Creates and maintains log of patient orders received and scheduled for services.
• Performs closing procedures to include tallying daily charges and procedures vs. Epic daily patient log report, reconciles credit card transactions; submits total charges and balances, and collected co-pays and outpatient fees.
• Maintain adequate inventory of supplies and materials and keep patient records in an organized fashion.
• Performs other duties as assigned.

Qualifications

• High school diploma or equivalent.
• Basic computer skills.
• Strong verbal and written communications skills required.
• One (1) year related experience in a call center, patient registration, patient accounts, or patient billing preferred.
• Experience in third party insurance and insurance terminology, CPT, and ICD-10 codes preferred.
• MWHC will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status (EOE). We are also committed to equitable and transparent compensation practices and comply with all applicable pay transparency and pay equity laws.

Required Physical Requirements

• Constant (67-100% of workday) sitting and use of arms and hands;
• occasional (0-33% of workday) standing, walking, bending, squatting;
• ability to lift, push, and pull up to 10 lbs.;
• auditory and visual skills.

Mental Requirements

• Possesses critical thinking and analytical skills.
• Ability to multi-task.
• Ability to communicate effectively and collaborate with a multi-disciplinary team.

Environmental Requirements and Exposure Hazards

• Potential risk of exposure to chemicals.

“It is the policy of Mary Washington Healthcare to provide reasonable accommodations to qualified individuals with a disability who are applicants for employment or Associates.”

Compensation Pay Range

$18.97 - $24.66

Working at Mary Washington Healthcare Whether you are a new grad, experienced clinical professional or wanting to begin a career in healthcare, there is no better place than Mary Washington Healthcare. As a Great Place to Work-Certified company we treat our Associates like family – with respect, understanding, and communication. Safety is our top priority As a healthcare system, patient and Associate safety is our priority which is why all Associates will be required to take the following vaccines*:

• Annual flu vaccine
• MWHC reserves the right to amend this list at any time.

Medical and Religious exemptions may apply,. Will be discussed at interview.