Office Coordinator

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Coordinates all administrative functions of office. Arranges for efficient and orderly checking in/out of patients, registering patients in computer ensuring that accurate information is collected, and patients are made aware of office policies. Triages all incoming telephone calls and routes to appropriate persons. Schedules all appointments, collects payments, issue receipts. Provides referrals and maintains smooth operations of all front desk activities at all times.

Job Description:

ESSENTIAL ROLE RESPONSIBILITES

Office Coordinator

• Conduct regular clinician and staff meetings; record key information and decisions; put into place the plans decided.

• Coordinate daily patient care activities of Clinicians

• Coordinate and supervise the day-to-day operations of the practice.

• Coordinate daily staffing.

• Communicate practice needs, problems and concerns to the Vice President of Physician Network Development

• Communicate and interface with Beverly Hospital Departments as well as Medical Director.

• Ensure maximization of staff support of providers, minimizing overtime through flexible staffing

• Ensure maximization of staff support of providers, minimizing overtime through flexible staffing.

• Establish system for call-in sick time and call back times for patients

• Establish office policies and procedures and develop overall practice protocols

• Communicates and identifies problems and concerns of Vice President of Physician Network Development.

• Coordinates daily functions of office.

PATIENT INTAKE

• Greets patients warmly and welcome them to practice.

• Collects and updates into computer insurance and demographic information, makes photocopies of insurance card(s).

• Has patients fill out patient information forms

• Checks in patients by crossing them off master list, then placing chart and encounter form into clinician box.

• Notifies patient of any delay.

TELEPHONE TRIAGE

• Answers telephone within three rings, places caller on hold only after caller agrees they can wait, and always re-contacts call within two (2) minutes. Uses courteous and professional manner and identifies self to caller.

• Answers and triages all calls. Takes clear, unambiguous messages, determines call-backs for clinicians and other office staff, obtains prescription refill information, triages emergency calls immediately. Transfers calls to appropriate extensions and directs calls appropriately.

• Schedules all telephone requests for appointments

• Puts phones on/off service, retrieves all messages from service and responds to all calls. Gives covering M.D. names to service.

PATIENT CHECK-OUT FUNCTIONS

• Review encounter forms for completion.

• Collect co-payments and other payments and provide receipt

• Schedule follow-up appointments and referral appointments, if necessary

FINANCIAL

• Post and balance out Day Sheet each day.

• Prepare envelope with Encounter Forms for UPS pickup.

• Prepare deposit slip and make daily deposit.

• Help develop an annual budget.

MINIMUM QUALIFICATIONS

Education/Experience: High School graduate. Computer experience. Good written and verbal communication skills, one-year experience in medical office management, knowledge of medical terminology

Certification/License: N/A

Patient Age Served:

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled