Medical Office Coordinator

JOB SUMMARY The Medical Office Coordinator, under the direction and supervision of the Clinic Nurse and the Chief Clinical Officer, provides clerical and administrative support for the department to include routine office management, maintaining business and medical records, and scanning records and documents to be imported into the electronic medical record (EMR).
ESSENTIAL JOB FUNCTIONS Performs general office duties to include scheduling appointments, answering the telephone, directing calls, and routing messages in a timely manner; composes letters and reports; inputs scheduling data into the EMR; prepares, distributes, and files necessary reports Faxes physicians’ orders, replies, or correspondence to other facilities Completes dictation and types correspondence for the Primary Care Physician Coordinates physical therapy referrals, verifies insurance, and sets appointments in the EMR Prepares files on pre-admission applicants and organizes records in preparation for future move-ins; coordinates the scheduling of pre-admission physicals with Marketing and the Chief Clinical Officer Schedules residents’ monthly, quarterly, and/or annual assessments as assigned Submits refill requests for nurse and doctor review, calling in pharmacy refill requests upon approval Makes confirmation calls for next day appointments Schedules and conducts Covid-19 tests for employees and residents; updates records accordingly Registers residents and updates insurance, billing, and demographic information into the EMR Verifies and retains resident identification and insurance information in the EMR Reports medical information to the Clinic Nurse or the Chief Clinical Officer Imports scanned files into the EMR in a timely manner; creates medical record charts for new residents as needed Assists in maintaining orderliness of the Clinic; arranges for repairs to malfunctioning office equipment and orders supplies Balances and maintains the general ledger and audits the store rooms for the Clinic, Memory Support, and Namaste Meets with new employees for Memory Support and Namaste at the time of hire to coordinate Certified Dementia Practitioner (CDP) training, CPR/First Aid, and other initial trainings; coordinates the setup of email accounts for new employees Receives deliveries, including prescriptions and lab results, and routes them appropriately Performs other duties as assigned QUALIFICATIONS High School diploma or equivalent; completion of an accredited Medical Assistant course of study; one (1) year of experience in a physician’s office, or other relevant work experience preferably within a senior community; Certified Nurse Aide (CNA) credential preferred Knowledge, Skills and Abilities Knowledgeable in medical terminology; ability to manage patient flow in a busy medical office; ability to communicate effectively in English with residents experiencing medical distress; proficiency with MS Office; experience working with an EMR system; ability to perform Internet research; ability to use standard office equipment; ability to organize and maintain records; ability to appropriately handle stressful situations on the phone and in person; ability to project front-office decorum; ability to exercise sound professional judgment; ability to regularly and safely lift and carry a maximum of 35 pounds BENEFITS (Full-Time Employees): Health, Dental & Vision Insurance FSA & HSA 403(b) Retirement Plan* 529 College Savings Plan* Long-Term Care Insurance Legal Resources Paid Time Off Holiday Pay* Corporate Wellness Program* Health Club & Spa Membership* Employee Education & Training Fund* Employee Assistance Program Credit Union Membership* * Part Time employee eligible Williamsburg Landing is a non-profit, independent community offering a vibrant lifestyle for residents.
EOE/Drug Free/Tobacco Free #NOJT23