POSITION TITLE:         Business Office Coordinator

REPORTS TO:   Business Office Manager

CLASSIFICATION:   Non-Exempt

FUNCTION:   Performs Front Office & Operational Duties

BASIC REPORTING RESPONSIBILITIES:  

• Provide the Office Manager with patient schedule issues or trends

• Provide the Office Manager with updates on patient Privacy Practice issues or complaints

• Provide the Office Manager with ‘time of service payment collection’ issues or trends

• Provide the Office Manager with verification or authorization requirement changes or trends 
  

ESSENTIAL JOB FUNCTIONS:

Patient Intake & Registration

• Conduct intake procedures according to office policies

• Ensure all intake forms are complete and accurate

• Create and maintain complete patient and payer records

• Verify insurance eligibility, benefits, or self-pay status

• Obtain required authorizations

Patient Services & Communication

• Manage incoming communications (calls, messages, faxes, inquiries)

• Schedule patient appointments and provide general service orientation to patients

• Address or route billing and service questions or complaints

• Receive and document referrals and reports

Billing, Payments & Claims Support

• Receive and document patient payments

• Assist with billing functions as needed, including managing paper remittances and coordinating with the billing team

• Process records requests in compliance with authorization and privacy guidelines

• Coordinate mailing of claims, documentation, and statements

Internal Office Coordination

• Provide vendor and customer service support

• Route inquiries to appropriate staff

• Opening and closing the practice

• Maintaining a clean and safe treatment environment

• Retrieving mail and managing retail inventory

Reporting & Issue Identification

• Identify and report trends or issues related to scheduling, payments, privacy, insurance verification, and operations to the Business Office Manager

Compliance

• Comply with the Facility’s Comprehensive Compliance Plan (CCP) which includes but is not limited to: Business & Clinical Operations, Environmental Health & Safety, HIPAA, Human Resources and Code of Conduct as well as  all facility policies and procedures and educational requirements associated the CCP

• Comply with all local, state and federal regulations training and instruction requirements as well as any other standards that govern healthcare services provision 

Perform other similar duties as assigned.

REQUIRED QUALIFICATIONS:

Reliable Transportation for Opening and Closing Responsibilities during the practice’s hours.

Competencies:

• Stellar communication and interpersonal skills — including in person, over the phone, and written communication

• Exceptional attention to detail & organizational skills — setting priorities across multiple tasks, maintaining accurate information and patient data integrity

• Sound judgement — ability to identify and raise issues that may impact patient care, and communicate with providers and patients with discretion and care

• Strong computer literacy and software use — Google Suite, Microsoft Word and Operating System, patient database management

Experience:

• Minimum of 3-5 years Customer Service or Client Relations, including 1-2 years experience engaging with customers or patients over the phone 

• Experience working and solving problems across teams or departments

Education:

• High school degree or higher, or equivalent skills & aptitude demonstrated through past work experience

• Basic technology literacy including Google Workspace and VOIP or equivalent preparation

PREFERRED QUALIFICATIONS

• Previous experience working in a healthcare environment

• Previous experience conducting insurance verification and authorization

• Previous experience working with LGBTQIA organizations, groups, or individuals

PHYSICAL DEMAND CAPACITY:

Consistent with published industry PDC norms or minimally:

• Lifting---routinely loads of 5-35 pounds from

• Floor to waist

• Waist to shoulder

• Shoulder to overhead

• Carrying—routinely loads of 5-10# for 40-50’

• Pushing---routinely loads of 5-150# on casters, runners or pulleys

• Sustaining a grip---routinely for 1-2 minutes of 40-50# 

• Guarding a “lift load” routinely of 120-140# 

• Sitting---routinely for 1-2 hours uninterrupted 

EXPOSURE DETERMINATION:

• Has the potential for Hazardous Substance Exposure due to work duties

• Has potential for Bloodborne Pathogen Exposure due to work duties

HIPAA STATUS:

• Has been determined as eligible for access to/use of PHI & EPHI based on work duties and responsibilities in compliance with ‘minimal necessary’  standards