Patient Scheduling, Billing & Records Coordinator

Family Health Center Of M; Chippewa Falls (WI); On-site; USD 2,066,000 - 3,031,000; Full time

Job summary

Family Health Center Of M in Chippewa Falls, WI is seeking an Appointment & Business Assistant who will be the first point of contact for patients and customers, handling scheduling, registrations, check-in/out, and billing with accuracy and courtesy.

The role emphasizes HIPAA compliance, communication across departments, processing releases of information, and maintaining organized records while supporting front desk operations and reliable attendance.

Qualifications

• High School diploma or equivalent.
• Excellent written and verbal communication skills. Keyboard, computer, and telephone proficiency.
• Preferred six months’ previous experience in a medical or dental care facility to include direct patient contact or previous customer service experience.
• Preferred Associate’s degree in health information management, administrative assistant/medical secretary or related field.

Responsibilities

• Operates computer and phone systems to schedule, register, check in/out, update and coordinate appointments - including ancillary tests and procedures - ensuring accuracy and efficiency.
• Screens and routes incoming calls to support seamless communication across departments.
• Sends and receives letters, forms, and questionnaires to gather and process patient information, maintaining organized and accurate records.
• Collects and updates patients’ insurance and demographic information to support accurate documentation and billing.
• Maintains and updates provider schedules to optimize appointment availability and resource allocation.
• Accepts patient payments, applies them to the correct accounts, reconciles deposits, and monitors payment plans for timely compliance.
• Coordinates the release of patient information by verifying consents and ensuring compliance with HIPAA and applicable laws.
• Processes Release of Information (ROI) requests in accordance with organizational policies, ensuring proper documentation, authorization, and tracking.
• Reviews and indexes scanned documents for accurate upload into electronic health and dental records using designated software and classification systems.
• Processes referrals by confirming required documentation and forwarding necessary clinical information, such as diagnostic x-rays, to support continuity of care.
• Processes legal documents (e.g., guardianship orders, Power of Attorney, adoption orders) and ensures accurate notation and upload into electronic health and dental records.
• Prepares and distributes correspondence to internal and external parties to support timely and accurate communication.
• Performs receptionist duties, including greeting patients, checking them in, answering inquiries, and supporting front desk operations.
• Maintains strict adherence to scheduled work hours with regular and reliable attendance.
• Performs other duties as assigned.

Skills

Scheduling

Billing

Customer service

HIPAA compliance

Communication

Education

High School diploma

Associate’s degree preferred

Job description

Family Health Center Of M in Chippewa Falls, WI is seeking an Appointment & Business Assistant who will be the first point of contact for patients and customers, handling scheduling, registrations, check-in/out, and billing with accuracy and courtesy.

The role emphasizes HIPAA compliance, communication across departments, processing releases of information, and maintaining organized records while supporting front desk operations and reliable attendance.