Office Coordinator II

Job Title: Office Coordinator II

Reports To: Practice Manager

Join a team that cares for your community – and for you!

At Allergy Partners, we are dedicated to improving the lives of our patients through compassionate, personalized allergy and asthma care. As part of the nation’s largest allergy practice, our team combines the resources of a trusted network with the close-knit feel of a local office. We take pride in serving our community, building lasting relationships with patients and families, and being a trusted partner in their long-term health.

Within our practice, we foster a supportive and collaborative work environment where every team member plays a vital role in creating excellent patient experiences. Joining our team means being part of a workplace that values professional growth, teamwork, and a true commitment to making a difference both inside and outside the clinic.

Employee Benefits

Allergy Partners is happy to provide the following benefits for our employees:

Full-Time

- 401(k)

- Health Insurance

- Paid Time Off

- Paid Holidays

- Vision Insurance

- Health Savings Account (HSA)

- Dental Insurance

- Life Insurance

- Disability Insurance

Part-Time

- 401(k)

- Paid Time Off

- Paid Holidays

COMPENSATION INFORMATION

Actual compensation may vary depending on job-related knowledge, skills, and experience.

Job Summary

Under the direction of the Practice Manager and/or Regional Operations Manager, the Office Coordinator is responsible for leading and coordinating all clinical and clerical activities related to daily practice operations. Supporting teams to adhere to high-quality clinical processes and accurate administrative tasks while promoting a professional work environment and excellent patient experience.

Key Responsibilities

Personnel

- Assists the Practice Manager and/or Regional Operations Manager, “Manager”, in interviewing, hiring, training, and evaluating all clinical and clerical personnel. Collaborates with Manager on all applicable staff member evaluations.

- Assists the Manager in ensuring all personnel are appropriately trained, licensed, and credentialed.

- At the direction of the Manager, presents relevant information regularly at staff meetings, via emails, and one-on-one communication in a timely manner.

- Supports the Manager in resolving any interoffice disputes for clinical and clerical personnel.

- Coordinates schedules for all clinical and clerical personnel and recommends changes and improvements as needed to the Manager.

- Ensures all clinical and clerical coverage.

- Schedules and facilitates clinical in-services for staff at the discretion of the Manager.

- Maintains clinical and clerical competency for all staff. Oversees cross-training and education of staff. This may include remediation/retraining for staff members, as needed.

Patient Care/Clinical Operations

- Will be required to be proficient in, and sometimes perform, all aspects of a Medical Assistant.

- Assesses and evaluates patient flow in all practice sites—recommends changes for quality patient service and care.

- Collaborates with Manager and Physician(s) to plan and execute process changes that improve patient care services and patient management.

- Reviews provider schedules periodically and may make suggestions to maximize provider efficiency and productivity, coordinates changes with the Manager and Physician(s).

- Oversees performance of clinical triage for the entire practice. Maintains crash cart supplies to the standards approved by the Clinical Excellence Committee. Maintains appropriate compliance documentation related to the crash cart as delegated by the Manager.

- Coordinates the ordering of all clinical supplies—develops effective inventory control systems as delegated by the Manager.

- Ensures the practice complies with regulations, policies, and procedures in the clinical area, according to all applicable state and federal laws. Makes regular reports to the Manager.

- Collaborates with Manager and Physician(s) to promote efficient and cost-effective management of resources.

Business Operations

- Oversees and distributes business office work activities according to staff schedules.

- Oversees the practice’s check-in and check-out process to accomplish efficiency and excellent patient care.

- Manages and ensures consistent collection of payment at time of service, including co-pays, deductibles, and outstanding balances.

- Reviews accounts receivable reports monthly; brings large balances and rejection patterns to the attention of the Manager.

- Speaks with patients who have large, outstanding balances and attempts to collect on the account or arrange a payment plan.

Other Responsibilities

- Participates in professional development activities and maintains professional affiliations.

- Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice.

- Attends all meetings as requested and facilitates ad-hoc projects as requested by the Practice Manager.

- Completes all assigned AP training (such as CPR, OSHA, HIPAA, Compliance, Information Security, others) within designated timeframes.

- Complies with Allergy Partners and respective hub/department policies and reports incidents of policy violations to a Supervisor/Manager/Director, Department of Compliance & Privacy or via the AP EthicsPoint hotline.

- Models the AP Code of Conduct and demonstrates a commitment to the AP Compliance Program, standards and policies.

- Maintain compliance with all policies and procedures, actively participate in enforcement of all ongoing Cybersecurity efforts to ensure safe and secure IT systems for all employees and clients at Allergy Partners. Remain vigilant and aware of new threats and assist the company by fulfilling an active role in observing, enforcement and reporting of cybersecurity incidents, efforts, programs and fulfill required training on a timely basis as required by frequency and due dates.

Qualifications

Qualifications & Experience

• Minimum three years of work experience in a medical office setting.

• Minimum one year of work experience in an allergy practice preferred.

• Previous supervisory experience preferred.

• Excellent communication skills.

• Analytical ability strongly preferred.

• Ability to utilize an electronic medical record, practice management systems, and Microsoft applications.

• Understanding of scheduling, billing, collections, and patient flow in a medical practice.

• Understanding of medical record documentation standards.

• Understanding of medical coding based on the medical record notes to ensure accurate billing.

• Patient-centered approach to problem-solving and process development.

• Professional appearance.

Educational Requirements

- High School Diploma required.

- Associate or Bachelor’s degree preferred.

- Current certificate or license preferred (i.e., CMA, RMA, LPN, or RN).

Supervisory Responsibilities

This job has leadership responsibilities which typically involve overseeing clerical personnel. The position shall report directly to the Practice Manager and/or Regional Operations Manager.

Physical Demands

Position requires prolonged sitting, some bending, stooping, and stretching.  Good eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is also required.  Employee will occasionally be asked to lift and carry items weighing up to 30 pounds. Employee must have normal range of hearing and eyesight to record, prepare, and communicate appropriate documents.

Working Conditions

Normal clinical office environment.  Occasional evening or weekend work.

Beware of Hiring Scams:  Allergy Partners will never ask for payment or sensitive personal information such as social security numbers during the hiring process. All official communication will come from a verified company email address. If you receive suspicious requests or communications, please report them to [email protected] . All of our legitimate openings can be found on the Allergy Partners Career Site ( https://www.allergypartners.com/careers/ ).