Job Description

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.

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