Senior Office Coordinator - Full Time, Day/Evening

Mary Washington Healthcare; Virginia (MN); On-site; USD 27,000 - 38,000; Full time

Job summary

Mary Washington Healthcare seeks an Office Coordinator to manage patient insurance verification, scheduling, and front-desk operations across facilities. You will oversee office coordinators, ensure data integrity, and coordinate pre-authorizations while delivering excellent patient service.

The role requires strong communication, reliability, and familiarity with insurance terminology and EPIC EMR; leadership experience beneficial.

Qualifications

• High school diploma or equivalent.
• Two years related experience in a call center, patient registration, patient accounts, or patient billing preferred.
• EPIC EMR experience preferred.
• Leadership experience preferred.
• Basic computer skills and strong verbal and written communications are required.

Responsibilities

• Trains, orients, and provides oversight to office coordinators in collaboration with leadership.
• Maintains data integrity by monitoring data entered by office coordinators and addressing discrepancies.
• Schedules tests and coordinates with physicians and staff.
• Handles patient insurance verification, pre-authorization, and co-pays.
• Maintains documentation for regulatory requirements and ensures proper CPT/ICD-10 coding.
• Maintains call center logs and provides customer service.
• Monitors scheduling work-lists to ensure timely scheduling and insurance verification.
• Performs office coverage and duty assignments as needed.

Skills

Basic computer skills

Verbal communication

Written communication

Call center experience

Patient registration experience

Patient accounts experience

Patient billing experience

Insurance terminology

CPT codes

ICD-9 codes

EPIC EMR

Leadership experience

Education

High school diploma or equivalent

Tools

EPIC EMR

Job description

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 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 throughout the facility(ies). This includes, but is not limited to, answering telephones, greeting patients, entering outpatient imaging orders, maintaining records, and monitoring flow.

Essential Functions and Responsibilities:

• Trains, orients, and provides oversight to office coordinators in collaboration with leadership
• Participates in efforts to maintain retention in the department and provides mentoring and coaching when needed.
• Maintains database(s) and ensures data integrity by monitoring data entered by office coordinators, trending recurrent issues and identifying discrepancies, facilitating corrective action and education.
• Collaborates with leadership to identify quality assurance trends and provide corrective action.
• Maintains accuracy/productivity rates in accordance with departmental quality goals, as well as ensuring proper identification checks.
• Collaborates with colleagues in one-on-one and group settings to identify concerns and recommend solutions.
• Monitors and performs cancelations/reschedule from the cancellation list.
• Maintains call center logs.
• Performs Office Coordinator coverage and duty assignment as requested by leadership.
• 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.
• Answers telephones courteously, professionally, and promptly. Screens and transfers telephone calls or takes messages as appropriate.
• Assists in the handling of various patient financial matters.
• Schedules tests as ordered by a physician or his/her staff through appropriate scheduling software.
• Maintains documentation necessary for compliance with state, federal and other regulatory agency requirements. insurance cards and valid ID card.
• Collects required co-pays by referencing insurance cards.
• Obtains authorization information from insurances via their website as applicable.
• Monitors scheduling work-lists to ensure timely scheduling and insurance verification.
• Provides patients and/or physicians’ offices instructions for proper pre-procedure preparation.
• Communicates with insurance companies to determine appropriate benefits, required co-pays, documents pre-authorizations, and prorates bills with management approval, to accurately secure proper reimbursement from insurance companies and patients.
• Maintains an organized and efficient work area.
• Monitors appropriate reports. Maintains knowledge of CPT and ICD-10 codes, ensuring orders are entered accurately and efficiently.
• Enters all necessary pre-authorization documentation into Radiology Management Systems (RMS) via the revised schedule information screen to ensure correct transfer of information for billing, and efficient follow-up with patients/guarantors and third-party payers.
• Reviews pre-authorization denial reports provided by the billing company to ensure accuracy of the pre-authorization process.
• Performs other duties as assigned.

Qualifications

• High school diploma or equivalent.
• Basic computer skills. Strong verbal and written communications skills required.
• Two (2) years 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-9 codes preferred
• EPIC EMR experience preferred.
• Previous Leadership experience 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:

$19.92 - $27.88