The Office Coordinator supports daily clinic operations by coordinating staff and workflows to promote efficient patient flow and a positive patient experience. This role serves as a frontline resource for team members, assists with operational needs, and works closely with practice leadership to ensure consistent processes, effective communication, and adherence to established policies and procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Assists the Practice Manager with daily practice operations and provides day-to-day supervision and support to front desk staff, Medical Assistants, Ortho Techs, Athletic Trainers, and X-ray Technologists.
- Coordinates staffing and clinic coverage, including staff schedules, PTO requests, callouts, cross-training, and timecard review.
- Monitors front-office operations, including patient registration, insurance verification, work queues, copay collection, reconciliation, refunds, MyChart messages, and applicable operational dashboards
- Supports recruitment, onboarding, training, coaching, and corrective action processes for assigned staff.
- Monitors staff workflows and conducts routine audits to promote accuracy, quality, compliance, and adherence to established protocols.
- Supports patient experience initiatives, including reviewing patient feedback and survey results, addressing concerns, and assisting with resolution of patient complaints.
- Coordinates daily clinic operational needs, including inventory and ordering supplies, equipment and facility requests, safety checks, rooming processes, and general office readiness.
- Supports patient care coordination activities, including surgery education and authorization processes, as applicable to the role. • Assists with provider onboarding, credentialing, and other administrative or operational needs.
- Participates in operational improvement activities and monitors reports and performance indicators to identify and address workflow needs.
- Provides operational oversight during the Practice Manager's absence and escalates significant staffing, patient, clinical, or operational concerns as appropriate. • Performs other duties as assigned to support efficient practice operations and patient care.
QUALIFICATIONS
- Demonstrated integrity, professionalism, accountability, and reliability.
- Consistent proficiency and strong performance in current job responsibilities.
- Positive, respectful, and solutions-oriented approach to working with patients, colleagues, and leadership.
- Strong verbal and written communication skills with the ability to provide clear direction and constructive guidance.
- Demonstrated sound judgment, discretion, and professionalism when addressing sensitive or challenging situations.
- Ability to remain composed and effective while balancing competing priorities and changing operational needs. • Strong organizational, problem-solving, and follow-through skills.
- Ability to build collaborative relationships and positively influence team culture.
- Ability to serve as a role model and reinforce established policies, procedures, workflows, and performance expectations.
- Demonstrated interest in professional growth and developing leadership capabilities. EXPERIENCE Minimum of 2 years of relevant healthcare, medical office, or clinical practice experience preferred. Internal candidates should demonstrate consistent proficiency and strong performance in their current role. Previous formal leadership or supervisory experience is preferred but not required. Experience serving as a resource, mentor, trainer, preceptor, or informal leader is preferred. Candidates should demonstrate readiness and interest in developing their leadership capabilities and assuming increased responsibility. REASONING ABILITY Ability to effectively define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
The physical demands of this position include prolonged periods of sitting, standing, and walking throughout the clinic environment. The employee must be able to frequently use a computer, telephone, and other standard office equipment and perform repetitive hand and finger movements associated with keyboarding and administrative tasks. The position may require occasional bending, reaching, stooping, and lifting or carrying items typically weighing up to 20 pounds. The employee must be able to communicate effectively with patients, staff, providers, and other members of the healthcare team and move throughout the practice as necessary to support daily operations.