Office Coordinator, Lead - Patient Accounting - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

University of Southern California; Glendale (CA); On-site; USD 34,000 - 55,000; Full time

Job summary

University of Southern California Keck Hospital seeks a Lead Office Coordinator to manage and support multiple divisions of the Patient Accounting Department. You will handle mail processing, medical record requests, refunds, and system access, while maintaining patient account updates across PBAR, Aeos, Cerner, and current claims editor.

You will also train staff and manage vendor interactions. Role requires 3–5 years hospital clerical experience, excellent organization, confidentiality, and

Qualifications

• High school diploma or equivalent required.
• 3-5 years clerical experience in a hospital office setting.
• Strong organizational skills with attention to detail and ability to multi-task.
• Customer service skills including problem resolution and patient satisfaction.
• Ability to maintain confidential information.

Responsibilities

• Validate daily tasks are completed timely and accurately.
• Resolve issues with appropriate action and follow-through, documenting patient/department issues.
• Independently complete assigned tasks with minimal supervision.
• Assist with onboarding and training staff and cover for others as needed.
• Coordinate approvals for patient refund requests and manage related documentation.

Skills

Excellent organizational skills

Customer service

Detail oriented

Multi-tasking

Problem solving

Communication skills

Education

High school or equivalent

Bachelor's degree

Tools

Word processors

Excel

Photocopiers

Computer operation

Job description

The Lead Office Coordinator manages and provides departmental support to multiple divisions of the Patient Accounting Department by performing general business office support tasks. Lead Office Coordinator duties include facilitating and supporting that all assigned Office Coordinator tasks are completed timely. Tasks include daily review of processing mail correspondence for our collection staff. This position will be responsible for a variety of tasks including medical record requests, refunds, new hire training, system access, and monitoring correspondence systems. In addition, this position will be responsible for assigned worklist and maintaining patient account updates in the variety of Patient Accounting systems, additional ad-hoc tasks including vendor management and invoices, and being able to communicates and work collaboratively with internal and external departments.

The Office Coordinator provides departmental support to multiple divisions of the Patient Accounting Department by performing general business office support tasks. Tasks include daily review of processing mail correspondence for our collection staff. The Office Coordinator assists with pulling and submitting medical record requests to insurance or payers. Responsible for assigned worklist and maintaining patient account updates including: PBAR, Aeos, Cerner, and current claims editor. Coordinates approvals for all patient refund requests which include review and validation to ensure documents are accurate for approval and returned checks. The Office Coordinator also assists with our Research Department by invoicing Non Industry trial claims, creating new accounts for billable insurance charges, and tracking denials returned from CTU. Responsible for additional adhoc tasks including vendor management.

Essential Duties

• Supports the department supervisor by validating the daily assigned tasks are completed timely and accurately.
• Uses initiative to resolve problems with appropriate action and follow-through, including documentation when involved in patient/department issues.
• Independently completes assigned tasks with minimal supervision.
• Accommodates to changes in workload within the department by assisting others.
• Demonstrate excellent communication skills; demonstrate respect and cooperation with all staff.
• Including department coverage to meet operational goals.
• Processes correspondence within the established timeline of 5 days from receipt.
• Provide vendor support with problem solving and operational oversight of providing additional documentation requests.
• Responsible for onboarding and training staff.
• Participates in department Performance Improvement work team projects
• Demonstrates flexibility in covering other staff members for sick time, vacation, or leave of absence.
• Works with various hospital personnel to resolve patient/department issues.
• Performs other duties as assigned.

Required Qualifications

• Req High school or equivalent

• Req 3-5 years Clerical experience in a hospital office setting

• Req Excellent organizational skills, detail oriented with strong ability to multi-task.
• Req Customer Service skills including problem resolution and patient satisfaction.
• Req Ability to maintain confidential information.
• Req Knowledge of general office theory, office machinery and equipment, such as Word processors, Excel, photocopiers and basic hands-on computer Operation skills.

Preferred Qualifications

• Pref Bachelor's degree
• Pref Familiarity with medical terminology.

Required Licenses/Certifications

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

Keck Hospital of USC, a 343-bed acute care hospital, provides exceptional and innovative care for complex medical and surgical conditions across a wide range of specialties. The hospital's world-renowned physicians deliver compassionate, customized, patient-centered care and treat the most acutely ill patients with highly innovative techniques and treatment plans. As a leading academic medical center, hundreds of clinical trials are currently taking place at Keck Hospital and its affiliated research institutions, giving patients access to novel and promising therapies that are generally not available elsewhere. Every day at Keck Hospital, physicians, nurses and staff go beyond the science of exceptional medicine to bring patients breakthroughs in the art of caring. Join this world-class team providing highly specialized care, up-to-the-minute research, and innovative clinical trials.

The hourly rate range for this position is $25.00 - $39.69. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.