Front Office Coordinator at The Project of the Quad Cities

Moline, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Dec, 25

Salary

0.0

Posted On

30 Sep, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Electronic Medical Record, Scheduler Systems, Payment Systems, Office Equipment, Microsoft Office Programs, Time Management, Attention to Detail, Problem-Solving, Written Communication, Verbal Communication, Organizational Skills, Multi-Tasking, Patient Experience Skills

Industry

Hospitals and Health Care

Description

Description Title: Front Office Coordinator Reporting Relationship: Operations Manager Status: Full-Time, Non-Exempt Summary/Objective The Project of the Quad Cities (TPQC) is a medical and social service non-profit provider with a focus on HIV/AIDS, Hepatitis C, STD, LGBTQ+, Behavioral Health, Gender Affirming Care, primary and specialty care. The Office Coordinator plays a vital role in ensuring the smooth operation of TPQC and being the first impression that patients, clients, and guests have of the organization. Essential Functions Make, cancel, and reschedule patient appointments maintaining appointment schedules according to office procedure. Collect patient information as directed and scan information into the electronic health record. Examples include medical records from previous providers, authorization for treatment, releases of information, intake forms, self-assessments, and other screening tools. Answer patient/client questions or direct to appropriate person or department if needed. Support TPQC Providers by checking in patients and making follow-up appointments. Maintaining accurate and confidential patient records, ensuring compliance with relevant regulations such as HIPAA (Health Insurance Portability and Accountability Act). Review upcoming scheduled appointments ensuring that all required components of the visit are completed and available in the Electronic Health Record before the patient sees the provider; in collaboration with the GAC Coordinator. Coordinate and enter provider schedules in the Electronic Health Record to accurately reflect provider availability. Coordinate with providers to ensure follow-up appointments have been scheduled, and documentation is completed. Process Copay and Sliding Fee collections and balance EOD money reports. Complete open/closing checklists to ensure the lobby area is kept neat and orderly. Greet patients and visitors and provide courteous, caring, and professional assistance to all individuals contacting the office; notify service providers of patient/client arrival. Answer telephone calls in a clear, calm, and professional manner. Monitor and manage the general voice mail box as well as the assigned general email inboxes. Other related duties and projects as assigned. Competencies Knowledge of electronic medical record (EMR), scheduler and payment systems Proficient with office equipment such as faxes, phone systems, scanning, etc. Knowledge in Microsoft Office Programs Excellent time management skills and the ability to prioritize work Attention to detail and problem-solving skills Excellent written and verbal communication skills Strong organizational skills with the ability to multi-task Excellent patient experience skills Supervisory Responsibility None. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work is normally performed in a typical interior/office work environment, with typical office noise and other disruption. While performing the duties of this job, the employee is regularly required to talk or hear. Both standing and sitting are required. Various types of equipment/supplies are used to accomplish the job requirements and include, but are not limited to, calculators, computer keyboards, telephone, printers, scanner, copier etc. The employee may be required to lift and move up to 25 pounds and occasionally lift and move objects up to 50 pounds. Position Type/Expected Hours of Work This is a full-time position. Normal hours of work and days for the Project are Monday through Friday, 8:00 a.m. to 5:00 p.m. 1-2 Saturdays per month and extended clinic hours until 7pm on Thursdays. Hours are subject to change and based on the needs of the clients and organization. Travel No overnight travel is expected for this position Requirements Required Education and Experience 1 year experience working in an office or customer facing environment. Preferred Education and Experience Bilingual in Spanish Lived or worked experience working with LGBTQ+ communities, people living with HIV, or behavioral health care delivery. Healthcare office experience. License: N/A Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time to adjust and adapt to the changing needs of the business. EEO Statement The Project of the Quad Cities believes in equal employment opportunity for all employees and applicants for employment. Our company’s success depends on the effective utilization of qualified individuals regardless of their race, creed, color, religion, sexual orientation, age, ancestry, national origin, disability, military or veteran status or any other characteristic protected by law. We will not discriminate on the basis of these characteristics in a personnel action including, but not limited to, hiring, training, promotions, transfers, demotions, benefits, compensation, discipline, termination and any other conditions or privileges of employment.

Responsibilities

The Front Office Coordinator is responsible for managing patient appointments, collecting and scanning patient information, and ensuring compliance with regulations. They also greet patients, answer inquiries, and maintain accurate patient records.