Senior Office Coordinator-Full Time Days/Evenings

Mary Washington Healthcare; Virginia; On-site; USD 28,000 - 39,000; Full time

Job summary

Mary Washington Healthcare is seeking an Office Coordinator to support patient access and daily operations at our Virginia facilities. You will verify insurance, obtain authorizations, schedule tests, collect co-pays, and maintain accurate records to keep the departments running smoothly.

The role requires strong communication, basic computer skills, and prior experience in call center or patient billing. EPIC EMR experience and leadership background are a plus as you guide a team and ensure

Qualifications

• High school diploma or equivalent required.
• Basic computer skills and strong verbal and written communication skills.
• Two years of related experience in call center, patient registration, accounts or billing preferred.
• EPIC EMR experience preferred.
• Previous leadership experience preferred.

Responsibilities

• Trains, orients, and oversees office coordinators with leadership.
• Maintains databases and ensures data integrity.
• Collaborates with leadership on quality assurance trends.
• Monitors scheduling lists to ensure timely appointments.
• Greets customers professionally and provides excellent service.
• Handles call center duties: phones, messages, transfers.
• Verifies insurance, collects co-pays, and obtains authorizations.
• Ensures CPT/ICD-10 codes are entered accurately for billing.

Skills

Leadership

Experience in healthcare

Communication skills

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