Office Coordinator

Location: Mercy Hospital St. Louis – New Ballas Clinic Towers (Clinic 101A)
Department: Mercy Clinic Towers A & B
Employment Type: Full-Time (40 hours/week)
FLSA Status: Non-Exempt
Job Profile: Office Coordinator

Position Summary

Mercy Hospital St. Louis is seeking a highly organized and customer-focused Office Coordinator to support the day-to-day administrative and operational functions of the New Ballas Clinic Towers (Clinic 101A). Under the direction of the Practice Manager, the Office Coordinator serves as a key resource for front-office operations, physician support, patient scheduling, registration, billing processes, insurance verification, staff coordination, and clerical workflow management.

The ideal candidate will demonstrate strong leadership, communication, and organizational skills while ensuring a positive patient experience and efficient clinic operations. This role works collaboratively with physicians, clinical staff, patients, and departmental leadership to support exceptional patient care and operational excellence.

Essential Responsibilities

Administrative & Front Office Operations

• Coordinate and lead daily clerical and administrative functions of the clinic.
• Answer and route telephone calls professionally and efficiently.
• Schedule patient appointments and manage provider calendars.
• Perform patient registration, insurance verification, and demographic updates.
• Manage filing systems, medical records requests, and document processing.
• Maintain confidentiality of patient, employee, and financial information in compliance with HIPAA and Mercy policies.
• Monitor office supply inventory and order supplies as needed.
• Maintain a clean, organized, and professional work environment.

Staff Support & Coordination

• Train and support clerical staff in front desk operations, registration, scheduling, charge entry, and customer service standards.
• Assist with onboarding and competency development for clerical team members.
• Coordinate clerical communications and workflow among providers, clinical staff, patients, and families.
• Support departmental operational initiatives and staffing needs.
• Monitor volunteer schedules and provide direction regarding assignments.

Revenue Cycle & Financial Coordination

• Perform Epic charge entry, adjustments, edits, and credits as required.
• Manage insurance authorizations, pre-certifications, denials, and appeals.
• Maintain and update clinic charge master information.
• Monitor productivity metrics and input daily administrative data.
• Assist with billing-related activities and ensure accurate documentation and charge capture.

Physician & Provider Support

• Serve as a communication liaison between physicians, practice leadership, and clinic staff.
• Assist physicians with credentialing, licensure renewals, and related documentation.
• Track physician licensing and medical privilege requirements to ensure compliance.
• Coordinate Continuing Medical Education (CME) activities and conference registrations.
• Support provider administrative projects and practice initiatives.

Communication & Customer Service

• Foster positive relationships with patients, families, providers, and coworkers.
• Greet and assist patients in a courteous, compassionate, and professional manner.
• Respond promptly to inquiries and requests within the scope of the position.
• Maintain open communication with leadership and departmental staff regarding operational needs and concerns.

Technology & Systems

• Utilize Epic, Kronos, and other departmental software systems effectively.
• Serve as a Kronos editor for assigned cost centers and maintain competency with system updates.
• Maintain proficiency in clinic technology, software applications, and office equipment.
• Support data accuracy and reporting initiatives.

Qualifications

Required Education

• High School Diploma or GED required.
• Coursework in clerical, administrative, or business-related skills preferred.

Required Experience

• Minimum of two (2) years of experience in a medical office or healthcare administrative setting.

Required Skills

• Typing proficiency.
• Knowledge of medical terminology.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Proficiency with Microsoft Office applications and electronic medical record systems.

Preferred Qualifications

• Five (5) years of experience in a medical office or ambulatory healthcare setting.
• Experience with Epic and Kronos systems.
• Experience with insurance authorization, denial management, and medical billing processes.
• Previous experience leading or training administrative staff.

Key Competencies

• Leadership and Team Collaboration
• Patient-Centered Service
• Attention to Detail
• Problem Solving
• Time Management
• Professional Communication
• Confidentiality and Compliance
• Adaptability and Decision Making

Why Join Mercy?

At Mercy, we believe in bringing to life a healing ministry through compassionate care, exceptional service, and teamwork. As an Office Coordinator, you will play a vital role in ensuring patients receive a seamless and welcoming experience while supporting providers and staff in delivering outstanding care.