Office Coordinator

Position Summary

The Office Coordinator is a key member of the ophthalmology practice and is responsible for supporting the daily administrative, clinical, and surgical operations of the office. This position is divided among medical record management, surgical scheduling and coordination, and insurance verification.

The ideal candidate is highly organized, detail-oriented, dependable, able to manage multiple priorities, and comfortable working in a fast-paced medical office. Strong communication skills, professionalism, confidentiality, and the ability to work effectively with physicians, staff, surgery centers, insurance companies, and patients are essential.

Essential Responsibilities1. Medical Records / Record Room

• Pull patient charts in preparation for upcoming appointments and clinic days.
• Prepare and organize charts for physician review.
• Ensure charts contain appropriate visit forms, testing information, referrals, and other necessary documentation.
• File completed patient charts accurately and in a timely manner.
• Maintain an organized and efficient medical record filing system.
• Process incoming and outgoing medical records.
• Handle medical record requests and releases in accordance with HIPAA and office policies.
• Monitor charts for missing or incomplete information and communicate with appropriate staff when documentation is needed.
• Process incoming faxes and ensure they are routed to the appropriate department or provider.
• Maintain and organize fax bins and referral documentation.
• Process incoming referrals and assist with referral coordination and tracking.
• Assist with other record room duties as needed.

2. Surgical Scheduling & Coordination

• Schedule surgical procedures according to physician and surgery center requirements.
• Coordinate surgery dates, times, and appropriate pre-operative appointments.
• Communicate surgical information and instructions to patients.
• Prepare and maintain complete surgical paperwork.
• Obtain and verify required patient information, insurance information, consents, medical history, and other necessary documentation.
• Send required surgical forms and documentation to the appropriate surgery center within established deadlines.
• Confirm that surgery center paperwork is complete and received.
• Prepare patient charts and surgical packets for the surgeon prior to the procedure.
• Coordinate necessary pre-operative testing and appointments.
• Schedule appropriate post-operative appointments, including required next-day post-operative visits.
• Communicate with surgery center personnel, physicians, clinical staff, and patients regarding surgical scheduling and changes.
• Track cancellations, rescheduled surgeries, and outstanding surgical paperwork.
• Maintain accurate surgical scheduling records.

3. Insurance Verification

• Complete insurance eligibility and benefits verification for scheduled patients.
• Verify insurance coverage, effective dates, deductibles, copayments, coinsurance, and other applicable benefits.
• Verify ophthalmology and surgical benefits as appropriate.
• Document insurance verification information accurately and consistently.
• Identify insurance issues or discrepancies before the patient's appointment whenever possible.
• Communicate insurance concerns to the appropriate staff and Practice Manager.
• Maintain daily insurance verification logs and ensure scheduled patients are verified according to office procedures.
• Follow up on insurance information that is incomplete, expired, or unable to be verified.
• Assist with obtaining necessary insurance information from patients when needed.

4. General Office Coordination

• Work closely with physicians, technicians, front-desk staff, surgical staff, and the Practice Manager to maintain efficient patient flow.
• Communicate effectively between departments to ensure information is received and acted upon appropriately.
• Monitor outstanding tasks and follow through to completion.
• Maintain confidentiality of all patient, employee, physician, and practice information.
• Follow HIPAA regulations and all practice policies and procedures.
• Assist with identifying workflow issues and communicating concerns to the Practice Manager.
• Maintain a clean, organized, and professional work environment.
• Perform other administrative duties as assigned by the Practice Manager or physician.

Required Skills & Qualifications

• Previous experience in a medical office, preferably ophthalmology or another specialty practice.
• Experience with medical records and/or surgical scheduling preferred.
• Knowledge of insurance verification and eligibility processes.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Ability to manage multiple responsibilities and changing priorities.
• Strong written and verbal communication skills.
• Professional and courteous patient-service skills.
• Ability to maintain strict patient confidentiality.
• Comfortable communicating with patients, physicians, staff, insurance companies, and outside facilities.
• Ability to work independently while also functioning effectively as part of a team.
• Computer proficiency and ability to learn practice-management systems and other office technology.

Key Performance Expectations

The Office Coordinator is expected to:

• Complete assigned work accurately and within established timeframes.
• Keep medical records, referrals, faxes, and surgical paperwork organized and current.
• Maintain accurate and timely insurance verification.
• Ensure surgical paperwork is completed and submitted to the surgery center by required deadlines.
• Ensure surgical charts are properly prepared for the physician.
• Provide dependable coverage for phones and front-desk operations when needed.
• Communicate problems, delays, or missing information promptly to the Practice Manager.
• Demonstrate professionalism, courtesy, dignity, and respect toward patients, physicians, coworkers, and outside facilities.
• Protect patient confidentiality and follow HIPAA requirements at all times.
• Contribute to an organized, efficient, and positive office environment.

Physical & Work Requirements

• Ability to sit, stand, walk, and move throughout the office during the workday.
• Ability to lift and carry medical charts and office materials as needed.
• Ability to work at a computer for extended periods.
• Ability to work in a busy medical office environment and manage interruptions while maintaining accuracy.

Position Structure

This position is intentionally designed as a multi-functional full-time position. The Office Coordinator will divide time among:

Medical Record Room → Surgical Scheduling → Insurance Verification

Daily responsibilities may shift based on patient volume, physician schedules, surgical needs, staff coverage, and office priorities. The Office Coordinator is expected to remain flexible and assist where needed to maintain the overall efficiency of the practice.

This job description is intended to describe the general nature and level of work performed by the employee in this position. Duties and responsibilities may be modified as practice needs change.

Pay: $18.00 - $21.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person