Medical Office Coordinator / Administrative Coordinator

Location: Brooklyn, NY

Job Type: Contract

Duration: 9 Weeks

Schedule: Monday–Friday, 8:00 AM–5:00 PM 

Job Description

We are seeking a Medical Office Coordinator / Administrative Coordinator to support a healthcare or therapy department. The ideal candidate will be responsible for patient registration, insurance verification, medical records management, appointment scheduling, billing support, and general administrative duties.

The candidate should have experience handling confidential patient information, maintaining medical records, coordinating administrative operations, and using Microsoft Office applications.

Key Responsibilities

• Collect, verify, and document patient and insurance information accurately.

• Verify insurance eligibility, obtain required authorizations, and track approved patient visits.

• Prepare and maintain patient charts and medical records for therapists.

• Enter and update patient information in SpectraSoft, Eagle, or similar healthcare systems.

• Maintain confidentiality of sensitive patient and hospital information.

• Obtain medical records, reports, and other documentation required by therapists.

• Prepare daily schedules and patient sign-in sheets.

• Perform typing, word processing, correspondence, and other administrative tasks.

• Maintain office supply inventory and order supplies as needed.

• Assist with budget preparation and administrative tracking.

• Sort and distribute mail, documents, and departmental communications.

• Collect patient payments, issue receipts, and reconcile daily cash transactions.

• Maintain organized patient charts and departmental filing systems.

• Prepare correspondence, memos, meeting minutes, and reports.

• Track patient callbacks and follow-ups to ensure timely completion.

• Reconcile charge tickets and maintain accurate daily documentation.

• Prepare daily charge tickets and vouchers with patient registration, diagnosis, insurance, and ICD-9 coding information.

• Assist with daily batching and coding of vouchers and submit completed batches to the appropriate department.

• Maintain accurate reconciliation logs and administrative records.

Required Qualifications

• Associate's degree or equivalent community college education required.

• High school diploma or equivalent required.

• Some college education required; bachelor's degree preferred.

• Previous experience in a healthcare, hospital, rehabilitation, therapy, medical office, or clinical environment preferred.

• Experience handling confidential patient information and medical records.

• Knowledge of insurance verification, patient scheduling, and medical administrative processes.

• Familiarity with ICD-9 coding and medical charge tickets or vouchers.

• Basic proficiency in Microsoft Office, particularly Microsoft Word.

• Strong organizational, filing, typing, and documentation skills.

• Excellent written and verbal communication skills in English.

• Ability to handle multiple administrative tasks while maintaining accuracy and confidentiality.