Medical Office Coordinator

Responsibilities

• Build relationships with families, guiding them through their journey with us, and ensuring they feel heard, valued, and prepared for their therapy experience.
• Onboard new patients: review policies, collect forms, and schedule evaluations.
• Manage patient check-in and check-out procedures accurately and efficiently.
• Answer incoming phone calls and direct inquiries appropriately.
• Aid patients and therapists with scheduling requests.
• Collect co-payments and other patient payments in accordance with clinic procedures.
• Verify and update patient demographic, contact information, and schedule availability.
• Maintain, manage, and update therapists’ schedules including rescheduling cancellations and no-shows.
• Scan documents and process incoming and outgoing medical records requests.
• Utilize the clinic’s Electronic Medical Record (EMR) system for patient registration, scheduling, and documentation.
• Verify insurance eligibility and benefits.
• Maintain office and supply inventory and coordinate ordering as needed.
• Communicate effectively with therapists, patients, families, and administrative staff.
• Process and track new referrals.
• Perform other front office administrative duties as assigned.

Requirements

• Previous experience in a medical, dental, veterinary, or other healthcare office.
• Experience with patient scheduling and front desk operations.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Professional verbal and written communication skills.
• High level of professionalism, reliability, and confidentiality.
• Basic computer proficiency and willingness to learn new software systems.
• Ability to work independently while collaborating effectively with the team.
• Team player with a high ownership mentality.
• Medical front desk experience is preferred.
• Preferred experience using an Electronic Medical Record (EMR) system.
• Experience working with children and families.
• The ability to problem solve and think critically.