Back Office Coordinator

SIMEDHealth is currently seeking a full-time Back Office Coordinator for the Back Office.  

The Office Coordinator (OC) is a working supervisor that provides clinical and administrative support to the physicians, advanced care providers, and support staff members.  Preferred candidates will have a Medical Assisting, LPN, or similar background.

The OC serves as a role model for clinical staff and promotes teamwork, integrity, and continuous practice improvement. The OC supervises all patient services functions and strives to maintain exemplary service and satisfaction standards at all times. The OC is also responsible for compliance with all OSHA/CLIA and HIPAA regulations and ensuring completion of all duties vital to business operations. The OC is a highly visible "go to" person that is always responsible for creating a positive impression with staff, patients, family members, and other visitors to the office. The OC ensures that patients receive clinical care such as vital signs, assisting MDs with procedures, and other patient care duties.  Insurance & authorization information must be gathered in a timely and accurate fashion.  The MA must do his/her position while remembering Customer Service, safety and professionalism are key components of this position.

Qualified Candidates should have:

• High school diploma or equivalency REQUIRED
• Proficiency in Microsoft Office software REQUIRED
• Professional appearance professional oral and written communication skills are REQUIRED
• Medical Assistant, LPN, or similar background or certification.
• AA/AS degree or higher PREFERRED (experience may substitute for education).
• Specialization in Medical Office Management PREFERRED

Additionally, candidates should have:

• Minimum 3-5 years in a medical or hospital setting REQUIRED
• Minimum 2-3 years in a supervisory role in a healthcare setting REQUIRED
• Electronic health record experience REQUIRED
• Previous experience in a leadership position; must be able to motivate others, display excellent communication skills and be goal oriented.
• Background as a Medical Assistant, EMT, LPN, RN, or similar is highly encouraged.

The following is a list of job duties you may be responsible for:

• Assist with managerial functions as assigned
• Train, coordinate and orient new staff members
• Shall be trained to fill in and be able perform all the functions of the positions you are supervising
• Shall schedule appointments when necessary
• Coordinate schedules, staff time off, workflow, and delegate assignments
• Monitor staff hours, sign off on timecards
• Ensure compliance with OSHA/CLIA/HIPAA and provide training as needed
• Oversee supply ordering and drug samples
• Delegate duties as appropriate
• Review charts to ensure that all appropriate documentation is present 
• Ensure copies of reports, diagnostic test results, etc. are available in the chart if needed
• Room patients: obtain full set of accurate vital signs and document in chart or EHR (Obtain vital signs such as height, weight and temperature; past medical history (or changes) and review meds / document meds from outside sources), allergies, MIPS, Wellness, and SDOH
• Call in medication refills after prior approval from the physician
• Administer medications as ordered by provider (e.g. injections, oral and topical) for which you are qualified and instructed
• Pull all new diagnostic and lab results daily and gives to physician for review
• Assist/perform all necessary patient procedures for which you are qualified. May perform EKGs, dressings and wound care depending on practice make up
• Check samples for expiration dates monthly and properly discard outdated medications
• Triage and screen telephone calls and retrieve voice mail messages promptly; inform physician of all patient communications after pulling patient chart.  All communications are to be documented in patient chart / EMR
• Keep work and nurse’s station area clean and safe and properly dispose of all sharps containers and biohazard waste for each room
• Print daily schedules for physician or provider; notify them of changes in schedule the night before clinic
• Assist patients with forms and paperwork as needed
• Prepare insurance forms, as needed, for physician's signature
• Keep exam rooms clean and ensure patient rooms are neat and stocked. Notify manager of any supplies needed and check expiration dates on all supplies and samples.
• Assist with the ordering of medical supplies and cost containment
• Taking & relaying messages for nursing staff and doctors.  Respond to patient calls as appropriate
• Ensure consent forms and documents for patients are stocked in exam rooms at all times
• Sending correspondences to patients, physicians or staff as needed and document EHR as needed.
• Draw blood and obtain urine samples and prepare for pick up
• Enter labs into EHR and prepare for transport
• Will work as a team with the other medical assistants
• Will cover other MA’s for lunch and when they are out of the office. Including returning patient calls and refilling medications
• Prepare staff evaluations
• Administrator for Florida Shots
• Coordinate logon for local hospitals and other inpatient facilities
• Coordinate vaccine ordering for division and other locations.
• Make sure all incident reports are properly documented and protocols followed.
• Help onboard new Physicians and Advanced Care Providers
• Monitor Tuck-In patients
• Make sure oxygen and refrigerator logs are maintained
• Obtain lab supplies as needed for the clinics
• Weekly meetings with Lead MA’s
• Monitor fax server & tasks
• Coordinate MA Student training programs
• Delegate duties to PRN staff as needed
• Make TCM/ER calls and correspondences per protocol.
• Attend population health meetings
• Observing patient and staff safety policies & procedures

This list of duties is for your assistance but is in no way the extent of what you are expected to do.  Duties may be added or changed.  If more help is needed in other areas with other clinics, we expect full cooperation and assistance to reach our team goals.

SIMEDHealth is an equal opportunity employer. To learn more about SIMEDHealth, please visit SIMEDHealth.com/jobs.