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

C018 University of Southern California- HS; Los Angeles (CA); On-site; USD 34,000 - 55,000; Full time

Job summary

University of Southern California is seeking a Lead Office Coordinator to support the Patient Accounting Department across multiple divisions. The role involves processing mail, medical record requests, refunds, system access, and maintaining patient account updates in several accounting systems.

The position requires maintaining confidentiality, strong communication skills, and the ability to work collaboratively with hospital staff and external departments.

Qualifications

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

Responsibilities

• Review processing mail for the collection staff daily.
• Manage medical record requests and refunds.
• Assist with onboarding and training staff.
• Maintain patient accounts in multiple accounting systems (PBAR, Aeos, Cerner, current claims editor).
• Coordinate approvals for patient refund requests and returned checks.
• Invoicing for Non-Industry trial claims within the Research Department.
• Provide vendor support and document management as needed.
• Collaborate with internal and external departments to resolve issues.

Skills

Organizational skills

Detail oriented

Multi-tasking

Customer service

Confidential information handling

Education

High school or equivalent

Bachelor's degree (preferred)

Tools

Word processors

Excel

Office equipment

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 communicate 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)

The hourly rate range for this position is $25.00 - $39.69.

USC is 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, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety.

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.

USC is a leading private research university located in the heart of downtown Los Angeles - a global center for arts, technology and international business. As the largest private employer in the city - responsible for more than $5 billion annually in economic activity in the region - we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills. As a USC employee, you will enjoy excellent benefits and perks, and you will be a member of the Trojan Family - the faculty, staff, students and alumni who make USC a great place to work.

We provide reasonable accommodations to applicants and employees with disabilities.

Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying.