Charge Entry Administrative Coordinator

About the Role

The Administrative Coordinator performs a variety of administrative and clerical tasks to support daily operations, including reception activities, record keeping, data maintenance, charge entry, and medical staff support.

Responsibilities

• Performs reception activities, including answering phones, greeting customers, determining needs, securing resources, and following up to ensure needs are met.
• Performs record keeping and data file maintenance, such as gathering, sorting, and filing materials.
• Enters charges into the billing system, including processing direct billing forms, petty cash, travel and business expenses, and license renewal reimbursement requests.
• Monitors assigned expense accounts, including tracking, investigating, reporting, and resolving variances.
• Prepares forms, correspondence, memos, presentations, spreadsheets, tables, and databases.
• Monitors supplies, equipment, and forms, determining inventory levels, researching vendors, and tracking deliveries.
• Schedules meetings, appointments, conferences, and travel arrangements; prepares and distributes materials and coordinates logistics. Attends meetings and composes minutes.
• Performs charge entry duties:
  • Registers new patients, verifying insurance and demographic details for accuracy.
  • Enters inpatient and outpatient charges into the billing system.
  • Uses Charge Capture software to review and reconcile posted charges within the EMR.
  • Generates and reviews daily and weekly reports to ensure accurate charge entry.
  • Collaborates with medical staff to investigate and resolve discrepancies.
  • Maintains strict confidentiality and complies with HIPAA regulations.
• Performs medical staff duties:
  • Maintains and organizes files for 100+ medical staff and 163 consultants.
  • Handles other clerical duties as assigned.
• Performs additional duties as assigned in the best interest of the organization.

Requirements

• Minimum 1 year of college or equivalent post-high school experience.
• Minimum 3 years of experience in a general office environment with gradually increasing responsibility.
• Proficiency in Microsoft applications: intermediate skills in Outlook, Word, and Excel; basic skills in PowerPoint.
• Proficiency in keyboarding and use of office equipment (photocopier, fax, Dictaphone, calculator, multi-line phone, etc.).
• Strong communication and interpersonal skills for daily interaction with internal and external customers.
• Advanced organizational skills to prioritize and complete a variety of tasks efficiently.
• Ability to collaborate effectively in a team setting to maximize quality and efficiency.
• Basic knowledge of charge entry software and EMR systems, including registration and charge entry.

Working Conditions

Normal office environment with little or no exposure to dust or extreme temperatures.