Business Office Coordinator

About the Role

The Business Office Coordinator, under the supervision of the Business Office Director and Business Office Supervisor, is responsible for the financial success of the facility through effective revenue cycle management. This role requires a comprehensive understanding of processes to maximize reimbursement, including collections, billing, revenue coding, insurance benefit interpretation, authorization, and denial management.

Responsibilities

• Perform accurate and timely billing for facility claims across various admission types, payers, and locations.
• Conduct claim audits for correct billing, coding, and authorization prior to submission.
• Complete required claim data fields and edits to ensure clean claim submission.
• Process claim batches through databases and clearinghouses, resolving edits and holds.
• Monitor clearinghouse claims processing daily and track claims status on payer websites.
• Interpret payer contracts to ensure payments align with expected reimbursement.
• Analyze claims adjudication based on payer explanation of benefits (EOB).
• Perform daily financial reviews of accounts receivable for reimbursement.
• Address payer denials promptly and submit required appeals.
• Process payer correspondence and address requests appropriately.
• Communicate with departments and provider offices to resolve reimbursement issues.
• Complete assigned billing and collection reports.
• Assist with month-end billing and collection processes.
• Address payer issues with patients related to billing, coordination of benefits, denials, and non-coverage.
• Correct patient demographic information for claims processing.
• Maintain retention of billing and collection documentation in shared drives.
• Document communications regularly in the database.
• Inform management of extraordinary billing or collection situations.
• Maintain scanned copies of financial clearance documentation in the EHR.
• Use facility-approved translation systems for patient communication when required.
• Assign tasks accurately and within specified timelines.
• Ensure annual competency education is up-to-date and completed before deadlines.
• Participate in departmental and facility-wide meetings.
• Maintain punctuality and attendance within company policy guidelines.
• Assist in orienting new staff and promoting employee satisfaction and retention.
• Complete performance self-evaluations before annual reviews.
• Demonstrate professionalism and respect in all staff interactions.
• Participate in team decisions and implement change positively.
• Develop and maintain a culture of service within the department.
• Improve patient understanding of financial responsibility.
• Ensure high levels of patient and physician satisfaction.
• Maintain compliance with state, federal, and accreditation standards.
• Adhere to departmental policies and procedures for regulatory compliance.
• Manage collection activities to achieve budgeted EBITDA results.
• Ensure claims processing accuracy meets department goals.
• Perform account management according to benchmarks and guidelines.
• Participate in achieving monthly collection goals.
• Communicate with patients about financial responsibility.
• Reduce office supply costs for cost-effective operations.
• Participate in fiscal management initiatives as directed by leadership.
• Manage work processes to maintain quality standards amid increasing case volume.
• Utilize automation tools and introduce improvements when applicable.
• Provide excellent customer service to internal and external customers.
• Adapt to changing procedures and goals cooperatively.
• Participate in goal-setting and educational activities for personal growth.

Requirements

• High School graduate or equivalent.
• Minimum of one year of experience in business office activities within a healthcare environment.
• Eligibility for employment in the U.S.
• Ability to relate and work effectively with others.
• Strong verbal and written communication skills in English for interacting with payors, patients, and coworkers.
• Proficiency in computer skills, including word processing, integrated databases, and medical terminology.
• Ability to use office machines (copiers, faxes, scanners) and telephone systems.
• Proficiency in Microsoft Office, patient accounting systems, and Microsoft Excel.
• Prior cash handling or collection experience is preferred.
• Ability to type at least 20 words per minute.

Skills & Abilities

• Professional demeanor and appearance while maintaining patient and coworker confidentiality.
• Adherence to HIPAA policies and reporting of suspected violations of laws or regulations.
• Self-directed with accountability, professionalism, and receptiveness to change.
• Ability to work under stress, demonstrating patience, stamina, endurance, and tact.
• Team-oriented with a willingness to assist others and accept additional assignments.
• Strong prioritization skills and timely decision-making to achieve desired results.
• Competence in performing duties to meet the age-specific and developmental needs of patients (ages 6 months to geriatric).

Physical Requirements

• May lift up to 25 pounds or up to 50 pounds with assistance.
• Work involves light-demand tasks, primarily sitting or walking.
• Requires visual and auditory acuity, as well as manual dexterity for handling equipment and computers.
• Work environment is clean, neat, and well-lit but may involve stressful situations.
• Climate control and ambient temperature may vary in a normal office setting.
• Hours may be irregular or extended due to business office requirements.

OSHA Exposure Classification: Job Category III. Tasks do not entail predictable or unpredictable exposure to blood or other body fluids requiring universal precautions.