Office Coordinator

About the role

Start the day excited to make a difference…end the day knowing you did. This position is accountable to obtain and verify all patient insurance and pre-authorization information, perform scheduling functions, and collect self-pay, co-pay, and patient deductibles. The incumbent performs a variety of clerical, reception, and other support functions that ensure timely and effective day-to-day operations and communications throughout the Medical Imaging of Fredericksburg (MIF) locations, including answering telephones, greeting patients, entering outpatient imaging orders, maintaining records, and monitoring flow.

Schedule

Monday–Friday, 10:30 am–7:00 pm

Responsibilities

• Greets all customers in a courteous and professional manner; addresses customers’ needs efficiently, effectively, and confidentially; provides excellent customer service and supports the facility annual customer service goals.
• Answers telephones courteously, professionally, and promptly; screens and transfers telephone calls or takes messages as appropriate.
• Assists in the handling of various patient financial matters.
• Schedules tests as ordered by a physician or their office through appropriate scheduling software.
• Maintains documentation necessary for compliance with state, federal, and other regulatory agency requirements.
• Collects insurance cards and valid ID cards; obtains authorization information from insurances via their website as applicable.
• Monitors scheduling work‑lists to ensure timely scheduling and insurance verification.
• Provides patients and/or physicians’ offices instructions for proper pre‑procedure preparation.
• Communicates with insurance companies to determine appropriate benefits, required co‑pays, documents pre‑authorizations, and prorates bills with management approval to accurately secure proper reimbursement from insurance companies and patients.
• Maintains an organized and efficient work area; monitors patient schedules, workflow, and activities of all imaging sub‑sections to assure a smooth and coordinated traffic flow.
• Ensures patients, family members, and associates are kept informed of activities and delays; provides ongoing follow‑up regarding delays for affected patients.
• Monitors appropriate reports.
• Maintains knowledge of CPT and ICD‑10 codes, ensuring orders are entered accurately and efficiently.
• Reconciles daily charges; ensures correct CPT, ICD‑10, referring physician, and correct charging information.
• Performs closing procedures: tallying daily charges and procedures vs. Epic daily patient log report, reconciles credit card transactions; submits total charges and balances, and collected co‑pays and outpatient fees.
• Prepares and maintains CD and film requests and fax‑and‑confirm requests by obtaining appropriate HIPAA guidelines and departmental processes.
• Maintains adequate inventory of supplies and materials and keeps patient records in an organized fashion.
• Distributes final reports of all procedures to the ordering doctors as appropriate.
• Serves as a liaison to the patient/guarantor, insurance company, and physician office to ensure all necessary approvals for services rendered and received are documented appropriately.
• Enters all necessary pre‑authorization documentation into Radiology Management Systems (RMS) via the revised schedule information screen to ensure correct transfer of information for billing and efficient follow‑up with patients/guarantors and third‑party payers.
• Reviews pre‑authorization denial reports provided by the billing company to ensure accuracy of the pre‑authorization process.
• Provides assistance in other areas of the MIF departments as needed.
• Performs other duties as assigned.

Qualifications

• High school diploma or equivalent.
• Basic computer skills.
• Strong verbal and written communication skills required.
• Two (2) years related experience in a call center, patient registration, patient accounts, or patient billing preferred.
• Experience in third‑party insurance and insurance terminology, CPT, and ICD‑9 codes preferred.

Physical Requirements

• Constant (67–100% of workday): sitting and use of arms and hands.
• Occasional (0–33% of workday): standing, walking, bending, squatting.
• Ability to lift, push, and pull up to 10 lbs.
• Auditory and visual skills.

Mental Requirements

• Possesses critical thinking and analytical skills.
• Ability to multi‑task.
• Ability to communicate effectively and collaborate with a multi‑disciplinary team.

Environmental Requirements

• Potential risk of exposure to chemicals.

Pay

Compensation Pay Range: $18.97 – $24.66 per hour