Health & Wellness Medical Office Coordinator

About the role

The Medical Office Coordinator supports medical staff in the operational non-clinical parts of their work. They answer telephones, greet visitors, and respond to inquiries from students, staff, faculty, and community members. They also assist with patient scheduling, registration, and medical records requests.

Responsibilities

• Supports medical staff in the operational non-clinical parts of their work.
• Answers telephones, greets visitors, and responds to inquiries from students, staff, faculty, and community members.
• Schedule patients/clients to ensure appropriate, timely scheduling with triage around medical issues as needed.
• Collaborate with clinical services RN as appropriate.
• Triage emergencies.
• Aids in patient scheduling, registration, and medical records requests.
• Supports patient/client check-in and check-out.
• Answer general questions on insurance, health services, health education materials, immunization requirements, etc.
• Manage inventory, order, and stock office supplies and forms.
• Sort and distribute all correspondence and documentation.
• Cross-train as backup for basic medical triage by RN in supporting NP with patient care as needed.
• Take patients’ vital signs, maintain the waiting room, and prepare the exam room between patient visits as needed.
• Maintain an office environment that meets health and safety standards.
• Bookkeeper responsibilities:
  • Reconcile credit card expense reports and work with staff to track and reconcile budget in consultation with AD of Medical Services.
  • Manage Medicat ticket issues including student payments & reconciliation of billing errors.
  • Work with student accounts to ensure payment for services and communicate outstanding bills with student accounts.
  • Order medical office supplies, furniture, and computer parts or accessories.
  • Review lab and medication charges on a regular basis.
• Electronic Records Manager:
  • Create and maintain/update manual for each position within H&W relating to the EHR system.
  • Manage Medicat EHR portal - ensure open and closing of portal during clinic times of academic year, ensure up to date information present in portal, manage portal related issues.
  • Store immunization data and manage university registration holds for those not in compliance in conjunction with Clinical Services RN and AD of Medical Services.
  • Communicate with students about portal changes.
  • Work with IT to ensure J1 updates loading into Medicat EHR system for up-to-date student information.
  • Support center of ensuring operational aspects of Student Health plan insurance are up-to-date on website.
  • Understand and be familiar with student health insurance plan and website to guide students and families.
  • Coordinate logistics for internal and external meetings and conferences.
  • Aid in management of website.
  • Support onboarding of new staff to medical services.
  • Supplies, furniture purchase and allocation.
  • Aid in special projects as needed.

Requirements

• Required Qualifications:
  • Certified Medical Assistant/Tech or Certified Nursing Assistant or equivalent professional medical certification/license.
  • Bachelor’s Degree Preferred.
  • Strong customer service skills and must be able to maintain confidentiality of medical/counseling records and contacts, remain calm in stressful circumstances, and work effectively with diverse constituencies.
  • Knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.
  • Word processing and spreadsheet experience (Word and Excel preferred).
  • Strong multitasking and problem-solving skills.
  • Excellent communication, interpersonal, organization, and decision-making skills.
  • Professional communication skills, including face to face, email, telephone, and video conference.
  • Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, frontline staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public, of all age levels.
  • Possess knowledge of office/business equipment including set-up and minor maintenance.
  • Commitment to equal opportunity/affirmative action and to creating and sustaining an environment supporting full inclusion for a diverse student population.
  • Ability to respectfully work, communicate and provide leadership within a diverse campus community.
• Preferred Qualifications:
  • Certification as a medical assistant, or equivalent.
  • Minimum of three years’ experience in a primary care office, preferably with front office responsibilities.
  • Experience with electronic health records.
  • Training in primary care scheduling and ability to appropriately appoint an array of medical and mental health presenting concerns.
  • Skill in using healthcare software and computer systems.
  • Skill in writing policies and procedures.

Qualifications

• Must be a team player, good communicator, negotiator, and decision maker.

Benefits

Full-time (35 hours/week August 1st-Mid December and Mid-January-Mid-May while classes are in session; 21 hours/week during winter break and mid-May through June)

Pay

$54k-$59k

Schedule

Full-time (35 hours/week August 1st-Mid December and Mid-January-Mid-May while classes are in session; 21 hours/week during winter break and mid-May through June)