Office Coordinator, Core Operations-Full Time Days

Mary Washington Healthcare; Fredericksburg (VA); Hybrid; USD 26,000 - 34,000; Full time

Job summary

Mary Washington Healthcare is seeking an Office Coordinator in Core Operations to support front-end revenue cycle and patient experience. The role balances remote and onsite admin duties for telehealth and daily operations, handling registration, scheduling, payments, and communications with providers.

The position emphasizes patient satisfaction, multi-tasking across departments, and accurate data entry in PMIS and EHR systems, with coverage across practices as needed.

Qualifications

• High School Diploma or GED required.
• Minimum of one year medical office experience preferred.
• Multi-specialty office experience preferred.
• Experience in a customer service setting preferred.
• Experience with Microsoft Office programs preferred.

Responsibilities

• Remotely interfaces with patients, family members, physicians, visitors, and other guests in a courteous and professional manner.
• Registers patients in the PMIS and verifies demographic and insurance information for timely claims processing.
• Presents patients with appropriate paperwork based on appointment type and status.
• Monitors the reception area and keeps all informed of schedule adjustments.
• Maintains a neat and orderly waiting area and answers incoming calls promptly.
• Processes scheduling for appointments, surgeries, procedures and tests as appropriate.
• Ensures security and accuracy of patient files, payments and databases.
• Triages calls and communicates tasks via EHR and Patient Portal.
• Reviews accounts for outstanding balances and posts payments in PMIS.
• Rotates onsite coverage for office coordinator staffing across Mary Washington Medical Group practices.

Skills

Customer service

Multi-tasking

Communication skills

Teamwork

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Office Coordinator, Core Operations-Full Time Days

Start the day excited to make a difference...end the day knowing you did. Come join our team.

Job Summary:

This position is accountable to perform a variety of office coordination, customer service and revenue cycle functions that will ensure the efficient day-to-day operations. The position plays a key role in the practice's front-end revenue cycle processes and is in a position to significantly impact the patient experience. The position requires an unwavering focus on patient satisfaction as well as the ability to multi-task. This position will provide remote and onsite administrative support for telehealth services.

Essential Functions & Responsibilities:

• Remotely interfaces with patients, family members, physicians, visitors, and other guests in a courteous and professional manner.
• Registers patients in the Practice Management Information System (PMIS), obtaining and/or verifying all relevant demographic and insurance information to ensure the timely and accurate processing of claims. Reviews electronic eligibility verification responses to ensure insurance coverage is in effect for all insured patients.
• Presents patients with appropriate paperwork based upon appointment type and registration status.
• Monitors the reception area and keeps patients, family members, visitors and Associates, at all times, informed of schedule adjustments.
• Maintains a neat and orderly waiting area.
• Courteously answers all incoming phone calls. When appropriate, takes messages and delivers/communicates in a timely manner. Triages calls to ensure timely and appropriate response. Checks voicemail messages consistently throughout the day.
• Processes patients quickly and accurately through computer-based scheduling system for appointments, surgeries, procedures and/or testing as appropriate for patient care.
• Ensures security and accuracy of patient files, payments and databases.
• Communicates with physicians' offices and staff in a timely and professional manner. Initiates, monitors and responds to tasks through the Electronic Health Record (EHR) and Patient Portal.
• Reviews patient accounts for outstanding balances. Collects co-payments, deductibles and outstanding patient balances at the time of service. Posts payments in PMIS. Reconciles records and receipts with payments collected at the end of each shift.
• Responds to request for information from centralized billing office (CBO) to ensure timely and accurate submission of claims.
• Schedules follow up appointments, diagnostic testing and other services for patients as required.
• Ensures all services are authorized and necessary referrals are active as required.
• Supports organization's participation in government incentive programs such as EHR Meaningful Use, Physician Quality Reporting System (PQRS) and other programs by collecting and recording required data and providing appropriate communication to patients.
• May assist with the entry and processing of physician billing, including entry and/or reconciliation of inpatient, outpatient, and surgical charges.
• Rotates/provides onsite coverage for office coordinator staffing needs in various Mary Washington Medical Group practices.
• Performs other duties as assigned.

Qualifications:

• High School Diploma or GED required.
• Minimum of one year medical office experience preferred.
• Multi-specialty office experience preferred.
• Experience in a customer service setting preferred.
• Experience with Microsoft Office programs 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