Medical Office Coordinator (4963)

About the Role

This position functions as supervisor of the medical reception unit and the call center unit at the Center for Family Medicine Springfield. Responsibilities include overseeing staff to maintain accurate patient clinical and billing information during scheduling and patient visits, ensuring data accuracy, collecting patient payments, assisting with billing and insurance issues, ensuring daily deposit accuracy, and addressing complaints. The role also coordinates day-to-day operations, including revenue cycle processes and electronic health record management.

Responsibilities

Administration & Supervision (50%)

• Hire, supervise, and evaluate staff in the call center and reception desk.
• Orient and train new staff in both units; conduct annual competency assessments for established staff.
• Monitor staff productivity and provide feedback or corrective action as needed.
• Attend internal clinic operations meetings representing the reception unit.
• Make recommendations to improve unit efficiency and effectiveness.
• Answer questions, problem-solve, and coordinate all aspects of the unit.
• Set daily priorities for staff.
• Oversee on-site cash control and end-of-day closeout batch management.
• Assist in handling patient complaints and provide appropriate feedback to staff.

Direct Service to Patients (50%)

• Provide backup coverage to the call center team as needed.
• Assist in receiving and welcoming patients to the clinic.
• Obtain and enter demographic and billing information into the computer.
• Stay updated on changes in insurance plans and FQHC levels for uninsured patients.
• Input, update, retrieve, and review patient demographic and billing data for new and established patients.
• Create initial medical records for new patients, ensuring all required forms are completed.
• Obtain patient signatures on authorization forms.
• Generate daily schedules, print encounter forms, and ensure demographic and billing information is accurate.
• Scan/index patient insurance cards and IDs into the practice management system.
• Distribute patient link forms and ASQ’s/PSC’s when appropriate and scan/enter into patient charts.
• Assist in printing patient chart summaries from the EHR for clinics.
• Assist in making follow-up appointments.
• Collect payments at the time of service, including managed care co-pays.
• Complete and maintain necessary receipt registers.
• Ensure accuracy of daily deposits before forwarding to the Bursar’s office.

Requirements

Any one or any combination totaling five (5) years (60 months) of the following:

• College education with coursework in a business medical field (e.g., nursing assistant, medical assistant, medical secretary) or business fields (e.g., business, finance, public administration, social science), measured as follows:
  • 30 semester hours = 1 year (12 months)
  • Associate’s Degree (60 semester hours) = 18 months
  • 90 semester hours = 2 years (24 months)
  • Bachelor’s Degree (120 semester hours) = 3 years (36 months)
• Work experience or ancillary service experience comparable to the Medical Office Specialist level or other positions of comparable responsibility.

Skills & Abilities

• Knowledge of registration and billing procedures, third-party payer reimbursement, disability claim forms, and insurance billing regulations.
• Knowledge of accounting principles, insurance claims filings, and reimbursements.
• Knowledge of computer systems, clinic forms, automated admissions, and/or billing systems.
• Knowledge of medical terminology, hospital/clinic departmental services, and pre-admission/admission procedures.
• Skill in maintaining detailed records and communicating effectively with patients and families from diverse economic and cultural backgrounds.
• Oral and written communication skills, organization skills (including time management and workflow).
• Skill in explaining rules, policies, and their interpretations; interviewing patients with financial problems.
• Skill in interpreting and implementing procedures, guidelines, and policies; developing reports and analyzing data.
• Skill in adapting and working under pressure amid interruptions.
• Ability to supervise, train, lead, and direct the work of others.
• Ability to interpret policies, procedures, and guidelines; interpret financial, diagnostic, and internal codes.
• Ability to establish and maintain cooperative working relationships with internal and external individuals/agencies.
• Ability to solve problems related to intake, accounting, reception, and patient relations.
• Ability to work with media to create advertising and marketing plans.
• Ability to keep patient data confidential.
• Ability to use independent judgment and resolve problems quickly.
• Ability to identify work priorities and complete daily tasks.

Out-of-state applicants hired into this position must establish Illinois residency within 180 calendar days of their start date.