Medical Office Coordinator
NewBe an early applicantFront Office Coordinator
Reports To: General Manager/Clinical Coordinator, position is non-exempt
Our team is looking for a Medical Office Coordinator who wants to work in an environment supported by leadership, guided by ethical billing and clinical practices, who wants to make an impact without leading to burnout.
We love to support our team, with a hands-on leadership approach from the top down. We are here for our clients, our clinicians, our administrative staff and to create an environment to foster a culture of support (we won't abandon you after the day you onboard with our team).
Owned and operated by a Board Certified Behavior Analyst for 23 years, we are proud of our operations and processes, and we don't engage with private equity firms.
Why Join Our Team?
- No Medicaid (private insurance only)
- Minimal travel, if any
- Ongoing support from ALL leadership
- Predictable and balanced schedule
- Monday - Friday, 8 am - 5 pm
- Eligible for overtime (with prior approval)
- No evenings or weekends
- Paid holidays
- Paid time off
- Stable growth
- Opportunities for advancement into Front Office or Operations Manager
The Medical Office Coordinator will be responsible for customer service, assisting with scheduling adjustments, office management and general maintenance of the respective facility. The Medical Office Coordinator will collaborate with the Clinical Coordinator and General Manager to support and maintain BCOTB’s clinical and business goals.
Key Responsibilities:
• Serve as primary client contact; answer calls and resolve inquiries, with support from General Manager
• Review and verify timely arrivals and departures of clients and clinical staff
• Support in adjusting coverage as needed for call-outs from clients and clinical staff
• Verify insurance benefits during client onboarding and authorization periods, as assigned
• Oversee daily clinic operations, cleanliness, supplies, and maintenance
• Support the collection of copays and private pay balances
• Support team meetings and communicate schedule updates
• Maintain high satisfaction standards and vendor effectiveness
• Reviews all previous day’s billing .
• Serves as main contact for clinic to all clients/parents and assists with all requests and needs.
• Communicates with all staff members on daily activities and/or changes to schedule.
• Oversees scheduling
• Supports the Associate Director of Clinical Services/Clinical Coordinator.
• Ensures customer satisfaction
• Purchases and maintains materials and supplies, as needed.
• Stays within facility budget.
• Serve as primary client contact; answer calls and resolve inquiries, with support from General Manager
• Review and verify timely arrivals and departures of clients and clinical staff
• Support in adjusting coverage as needed for call-outs from clients and clinical staff
• Verify insurance benefits during client onboarding and authorization periods, as assigned
• Oversee daily clinic operations, cleanliness, supplies, and maintenance
• Support the collection of copays and private pay balances
• Support team meetings and communicate schedule updates
• Maintain high satisfaction standards and vendor effectiveness
• Reviews all previous day’s billing .
• Serves as main contact for clinic to all clients/parents and assists with all requests and needs.
• Communicates with all staff members on daily activities and/or changes to schedule.
• Oversees scheduling
• Supports the Associate Director of Clinical Services/Clinical Coordinator.
• Ensures customer satisfaction
• Purchases and maintains materials and supplies, as needed.
• Stays within facility budget.
Required Experience:
- 1-2 years medical receptionist experience
- 1-2 years with customer service experience
- 1-2 years with scheduling experience
- 1-2 years experience with insurance verification and authorization
Required Education:
- High School Diploma Required
- AA or Bachelor's Degree Preferred
Required Professional Competencies:
- Maintains a positive, solution-oriented attitude in a fast-paced environment.
- Approaches challenges with professionalism, patience, and empathy.
- Effectively resolves conflict with patients, families, and team members while maintaining positive relationships.
- Remains calm under pressure and de-escalates difficult situations.
- Accepts feedback with professionalism and a commitment to continuous improvement.
Additional Professional Requirements:
- Must be authorized to work in the United States
- Must be able to pass a level one and level two background check
- As we support multiple clinics, must have a valid driver license, proof of insurance and reliable transportation
Physical Demands:
The physical demands described are representative of those required to perform the essential functions of this role. The employee will regularly be required to communicate effectively in the English language, including verbal, written, and electronic communication. The employee will also be required to talk and hear; stand and walk; use hands to finger, handle, or feel; and reach with hands and arms. This position may require sitting, standing and walking for extended periods of time.
**BCOTB is an equal opportunity employer and are committed to creating an inclusive environment for all employees.**
This organization participates in E-Verify