Office Coordinator - Core Operations - FT - Days

Mary Washington Healthcare - Fredericksburg, VA

Full-time

Fredericksburg, VA

Hospitals

About the position

The Office Coordinator for Core Operations plays a vital role in ensuring the efficient day-to-day operations of the practice. This position is accountable for a variety of office coordination, customer service, and revenue cycle functions that significantly impact the patient experience. The coordinator interfaces with patients, family members, physicians, visitors, and other guests in a courteous and professional manner, emphasizing an unwavering focus on patient satisfaction. The role requires the ability to multi-task effectively while managing various responsibilities that contribute to the front-end revenue cycle processes of the practice. In this position, the Office Coordinator is responsible for registering patients in the Practice Management Information System (PMIS), which includes obtaining and verifying all relevant demographic and insurance information to ensure timely and accurate processing of claims. The coordinator reviews electronic eligibility verification responses to confirm that insurance coverage is in effect for all insured patients. Additionally, the coordinator presents patients with the appropriate paperwork based on their appointment type and registration status, ensuring a smooth check-in process. The Office Coordinator also monitors the reception area, keeping patients, family members, visitors, and associates informed of any schedule adjustments. Maintaining a neat and orderly waiting area is essential, as is the ability to courteously answer all incoming phone calls, triaging them to ensure timely and appropriate responses. The coordinator processes patients quickly and accurately through the computer-based scheduling system for appointments, surgeries, procedures, and testing as required for patient care. Furthermore, the coordinator ensures the security and accuracy of patient files, payments, and databases, communicating with physicians' offices and staff in a timely and professional manner. This includes initiating, monitoring, and responding to tasks through the Electronic Health Record (EHR) and Patient Portal. The Office Coordinator reviews patient accounts for outstanding balances, collects co-payments, deductibles, and outstanding patient balances at the time of service, and reconciles records and receipts with payments collected at the end of each shift. The role also involves responding to requests for information from the centralized billing office (CBO) to ensure timely and accurate submission of claims, scheduling follow-up appointments, and ensuring all services are authorized and necessary referrals are active as required. The coordinator may assist with the entry and processing of physician billing, including the entry and reconciliation of inpatient, outpatient, and surgical charges, and performs other duties as assigned.

Responsibilities

• Interface with patients, family members, physicians, visitors, and other guests in a courteous and professional manner.
• Register patients in the Practice Management Information System (PMIS), obtaining and verifying all relevant demographic and insurance information.
• Review electronic eligibility verification responses to ensure insurance coverage is in effect for all insured patients.
• Present patients with appropriate paperwork based upon appointment type and registration status.
• Monitor the reception area and keep patients, family members, visitors, and Associates informed of schedule adjustments.
• Maintain a neat and orderly waiting area.
• Answer all incoming phone calls courteously, take messages, and triage calls as necessary.
• Process patients quickly and accurately through the computer-based scheduling system for appointments, surgeries, procedures, and testing.
• Ensure security and accuracy of patient files, payments, and databases.
• Communicate with physicians' offices and staff in a timely and professional manner.
• Initiate, monitor, and respond to tasks through the Electronic Health Record (EHR) and Patient Portal.
• Review patient accounts for outstanding balances and collect co-payments, deductibles, and outstanding patient balances at the time of service.
• Post payments in PMIS and reconcile records and receipts with payments collected at the end of each shift.
• Respond to requests for information from the centralized billing office (CBO) to ensure timely and accurate submission of claims.
• Schedule follow-up appointments, diagnostic testing, and other services for patients as required.
• Ensure all services are authorized and necessary referrals are active as required.
• Support the organization's participation in government incentive programs by collecting and recording required data and providing appropriate communication to patients.
• Assist with the entry and processing of physician billing, including entry and reconciliation of inpatient, outpatient, and surgical charges.
• Perform other duties as assigned.

Requirements

• High School Diploma or GED required.
• Minimum of one year medical office experience preferred.
• Multi-specialty office experience preferred.
• Experience in a customer service setting preferred.
• Experience with Microsoft Office programs preferred.