Office Coordinator - Urgent Care

Essential Job Functions

• Ensures patients receive friendly, efficient service
• Supervises the medical reception staff
• Planner and implements operational processes of the front desk department
• Works with other managers in the office to achieve operational goals
• Manages more complex patient reception/medical records problems or insurance issues
• Supervises day-to-day operations of assigned areas to ensure efficient, fiscally responsible and customer-responsive procedures and operations
• Approachable and welcomes opportunity to provide feedback to staff and problem resolution to patients
• Oversees tasks that optimize workflow
• Communicates thoroughly and promptly with office leadership, providers, triage and staff regarding all issues impacting day-to-day operations
• Maintains and updates regular schedules and PTO for assigned staff in IHA’s electronic timekeeping system
• Effectively organizes training materials for new employees and keeps materials up to date with any changes in procedures
• Maintains awareness of provider schedules and facilitates the efficiency of scheduling through training and monitoring of the daily schedules
• Provides feedback to staff when needed
• Maintains knowledge of all office services, billing, and managed care department basic services
• Oversees the ordering and maintenance of office supplies for the front office
• Assists in the development and oversight of the office budget
• Manages clerical audits, internal and external, for the office
• May attend monthly Reception Leadership meetings, providing updates to staff and leadership through regularly scheduled staff meetings
• Supports other offices, attends required meetings and training, and participates in committees as requested
• Assumes additional duties as required

Organizational Expectations

• Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of both IHA and Trinity Health
• Works effectively as a member of the office management team
• Successfully completes IHA’s “The Customer” training and adheres to IHA’s standard of promptly providing a high level of service and respect to internal or external customers
• Maintains knowledge of and complies with IHA standards, policies and procedures
• Maintains complete knowledge of office services and in the use of all relevant office equipment, computer and manual systems
• Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines
• Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities
• Embraces new ideas and respects cultural differences
• Uses resources efficiently