Administrative Coordinator I
Essential Duties and Responsibilties:
- Primary job responsibility of this position is to answer incoming phone calls and greet patients. Must be able to manage multiple, simultaneous calls in a professional and pleasant demeanor.
- Schedules patient appointments. Must be able to review the full clinical schedule of MD, nurses and other clinical staff and be able to schedule patients in a manner that utilizes given rooms and equipment appropriately.
- Responsible for calling/sending appointment email confirmations for all appointments (Monday-Friday). Confirmation calls are to made during slow hours
- Responsible for ensuring that all patient paperwork, consent forms and IDs are completed and uploaded prior to the patients' in-office visit or their virtual visit
- Assist with patient checkout process when needed
- Take and distribute meeting minutes (when in attendance)
- Follow up on voicemail messages left with the answering service in a timely manner. Messages left overnight must be taken care of before 9am/first patient arrival.
- Upload patient documentation into patient's electronic medical chart (Nextech).
- Scanning and shredding paperwork on a weekly basis
- Responsible for patient/visitor list for weekly schedule
- Responsible for tidying up restrooms, treatment rooms and hallway areas as needed.
- Manage patient rewards program
- Must be able to work a flexible schedule Monday-Saturday (Saturdays are as need basis).
- Assist with sending required documents to patients via DocuSign
- Interact with FedEx, UPS and other delivery personnel as needed.
- Available to open office 1 hour prior to first patient arrival
- Performs other duties as assigned
Qualifications:
- Customer service experience required.
- Office administrative experience a plus.
- Scheduling experience a plus.
- Nextech experience a plus.
Knowledge of:
- Basic office practices, procedures and methods.
- Basic mathematical calculations
Skill in:
- Organizational and time management skills sufficient to prioritize workload, handle multiple tasks, and meet deadlines.
- Operating standard office equipment and using required software applications to produce correspondence, electronic communication and maintain spreadsheets and databases.
Ability to:
- Provide courteous, timely service when addressing customer questions and concerns.
- Speak clearly and concisely.
- Convey information clearly and effectively through both formal and informal documents.
- Constructively work under stress and pressure when faced with high workloads and deadlines.
- Build solid, effective working relationships with others.
- Execute instructions and request clarification when necessary.
Educational/Previous Experience Requirements:
- Bachelor degree preferred and minimum of (2) two years of office administration or customer service experience.