Office Coordinator

Office Coordinator

Job Code

FLSA Status

Non-Exempt

Dept Business Office

Reports to Assistant Administrator

POSITION SUMMARY

Under the direction of the Assistant Administrator or designee, coordinates and supports daily business office operations, including reception, scheduling, registration, insurance verification, authorization follow-up, charge and payment support, reporting, and administrative processes. Serves as a resource for business office operations and staff, promotes consistent workflow and adherence to standard operating procedures, supports employee training and orientation, and coordinates credentialing activities to ensure timely completion and compliance with organizational requirements.

QUALIFICATION REQUIREMENTS

Minimum Education / Training / Licensure / Certifications

• Associates degree in Business Administration, Accounting, Finance, Management, Healthcare Administration, or a related field; or an equivalent combination of education, training, and/or experience.
• Three (3) years of healthcare business office, patient access, scheduling, registration, insurance authorization, revenue cycle, or related experience.
• Experience coordinating workflows, serving as a resource to staff, or supporting office operations.
• Experience with Epic or other electronic health record (EHR), scheduling, registration, or revenue cycle systems.
• Working knowledge of insurance verification, authorization processes, and CPT/ICD coding.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
• Bachelors degree in Business Administration, Healthcare Administration, Medical Office Technology, or a related field.
• Coursework or training in medical terminology.
• Ability to anticipate, prioritize, coordinate, and complete multiple assignments in a fast-paced environment.
• Ability to communicate clearly, professionally, and effectively both verbally and in writing.
• Ability to establish effective working relationships with patients, physicians, teammates, vendors, payers, and other customers.
• Ability to maintain confidential and sensitive information.
• Ability to provide guidance and day-to-day workflow support while escalating concerns appropriately.
• Ability to read, write, speak, and understand English.
• Ability to understand and apply complex policies, procedures, and regulatory requirements.
• Knowledge of insurance verification, authorization processes, scheduling, registration, payment collection, and revenue cycle workflows.
• Knowledge of medical terminology.
• Knowledge of Microsoft Office applications, EHR systems, office equipment, filing systems, and standard office procedures.
• Provides exceptional customer service and promotes positive patient and team member relationships.
• Work is performed in a fast-paced office environment with frequent interruptions and competing priorities.
• Requires regular interaction with patients, physicians, teammates, administrative personnel, vendors, and insurance representatives.
• Occasional pressure due to multiple deadlines, inquiries, and operational demands.
• May be exposed to infectious and communicable diseases.

Minimum Experience

Preferred Education / Training / Licensure / Certifications

Preferred Experience

• Experience in an ambulatory surgery center (ASC), physician practice, outpatient clinic, or hospital business office.
• Experience preparing reports, tracking departmental metrics, reconciling charges/payments, or monitoring authorizations.
• Experience providing workflow coordination, staff training, onboarding, or lead support in a healthcare business office.
• Experience with Epic billing functions.

Knowledge, Skills and Abilities

Working Conditions / Environment

Physical / Mental / Special Demands

Demand

Percent of Day

Infrequent (1-2%)

Occasional (3-33%)

Frequent (34-66%)

Constant (67-100%)

Sit

X

Stand

X

Walk

X

Lifting

20 lbs.

X

Carrying

20 lbs.

X

Pushing

20 lbs.

X

Pulling

20 lbs.

X

Kneeling

X

Squatting

X

Bending

X

Stooping

X

Climbing

X

Twisting

X

Reaching over head

X

Foot controls

X

Fine dexterity

X

Repetitive work - hands/arms

X

Repetitive work - foot/leg

X

Required Protective Equipment

• N/A

Patient Care Services: N/A

Provides patient care to specific population of patients: (check all that apply below)

Age of Patients Served

Population

Provides Care

Infant (1 day-12 months)

Pediatric (1 yrs-12 yrs)

Adolescent (13 yrs- 17yrs)

Adult (18 yrs - 65 yrs)

Geriatric (65 years plus)

N/A

X

Description of OSHA Categories:

Category I: Tasks involve exposure to blood, body fluids, or tissue.

Category II: Tasks involve no exposure to blood, body fluids, or tissues, but employment may require performing unplanned Category I tasks.

Category III: Tasks that involve no exposure to blood, body fluids, or tissue, and Category I tasks are not a condition of employment.

OSHA Category: Category III

POSITION ACCOUNTABILITIES

Essential Functions

• Coordinates daily business office operations, including reception, scheduling, registration, insurance verification, authorization follow-up, payment processing, reporting, and related administrative functions.
• Maintains office supplies, forms, equipment, and other departmental resources.

2. Provides workflow coordination and cross-coverage support by assigning and redirecting routine work during absences, high-volume periods, and competing priorities.

3. Greets and assists patients and visitors; registers patients; verifies demographic and insurance information; and maintains patient confidentiality.

4. Schedules procedures and appointments, communicates preparation requirements, and coordinates information with patients and staff.

5. Answers and routes telephone calls, takes messages, and responds to inquiries in a professional and timely manner.

6. Verifies insurance eligibility, obtains and tracks referrals and authorizations, and follows up on outstanding items to support timely patient care and reimbursement.

7. Supports revenue cycle activities by reviewing charge documentation, assisting with reconciliation processes, identifying issues, and coordinating resolution with applicable stakeholders.

8. Collects and documents payments, prepares deposit records, reconciles daily collections, and maintains related documentation.

9. Maintains department files, reports, work queues, records, logs, and other documentation to ensure accuracy and compliance.

10. Compiles data and assists in the preparation of operational, quality, compliance, productivity, and financial reports.

11. Serves as a resource for business office staff by supporting orientation, training, workflow questions, and operational issue resolution.

12. Monitors work queues, authorizations, registration accuracy, scheduling readiness, deposits, and other operational priorities to promote continuity and timely completion of work.

13. Coordinates with physicians, clinical staff, vendors, payers, and leadership to resolve operational barriers and support efficient patient access and business office functions.

14. Coordinates provider credentialing and recredentialing activities by tracking required documentation, monitoring deadlines, maintaining records, and following up to ensure timely completion.

15. Reviews workflow trends and recommends process improvements, training opportunities, and operational efficiencies.

Organizational Responsibilities

• Understands and models Surgicare of Hawaiis mission, vision, and values.
• Reviews department operations manual to ensure compliance with applicable Accreditation standards, federal and state regulations, accepted Standards of Conduct, and the Corporate Compliance Program. Complies with all Surgicare of Hawaii policies, procedures, employee handbook, and Standards of Conduct.
• Practices effective communication and interpersonal skills to enhance positive teamwork and to accomplish goals/tasks.
• Promotes excellence in customer and patient relations with all encounters.
• Adheres to safety policies and maintains a clean and safe environment for patients and co-workers.
• Participates in departmental and organizational quality improvement efforts.

Other Functions

• Assists with scheduling and coordinating meetings, preparing materials, distributing documents, and supporting departmental communications.
• Enhances professional growth and development through participation in educational programs, review of current literature, in-service training, and workshops.
• Performs other duties as assigned.