Medical Office Coordinator

JOB TITLE : Medical Office Coordinator

SUMMARY : The Medical Office Coordinator is responsible for providing both front desk reception services and referral coordination within the outpatient practice. This position plays a key role in ensuring smooth office operations, accurate documentation, and a positive patient experience. The role requires strong organizational skills, attention to detail, effective communication, and the ability to balance multiple responsibilities in a fast-paced healthcare environment.

PRIMARY DUTIES AND RESPONSIBILITIES (but not limited to) :

Front Desk / Reception -

Greet, register, and check in patients in a professional and courteous manner.

Answer incoming calls, schedule appointments, and direct inquiries appropriately.

Verify insurance coverage, process payments, and collect copayments at the time of

service.

Maintain accurate patient information in the electronic health record (HER) system.

Confirm appointments, manage cancellations / no-shows, and conduct patient

follow-up.

Ensure the reception and waiting areas are clean, organized, and patient ready.

Coordinate with clinical staff to maintain efficient patient flow.

Referral Coordination -

Process, track, and monitor all outgoing referral orders.

Communicate with patients regarding referral scheduling, follow-ups, and status

updates. status updates.

Collaborate with internal departments to ensure timely and accurate referral

processing.

Follow up with external providers and facilities to confirm scheduling and completion

of referrals.

Contact patients who miss or fail to attend referred appointments; escalate

unresolved cases after three business days.

Document referral activities in accordance with practice policies and regulatory

requirements.

Escalate workflow issues or patient concerns to management as appropriate.

QUALIFICATIONS :

Previous experience in a medical office, clinic, or outpatient care environment.

Proficiency in front desk operations, scheduling, and referral coordination.

Working knowledge of electronic health records (HER) systems and Microsoft Excel

(or equivalent tools).

Strong organizational, multitasking, and communication skills.

Ability to handle confidential information in compliance with HIPAA.

Commitment to providing excellent patient service.

PREFERRED QUALIFICATIONS :

Experience with legal or personal injury-related medical referrals.

Bilingual (English / Spanish) preferred.

Familiarity with HER platforms such as DrChrono, Kareo, or Athena.

PHYSICAL DEMANDS AND WORK ENVIRONMENT :

This position is primarily based in the Brick, NJ office and requires routine interaction with patients, staff, and external healthcare providers. The role involves extended periods of computer use, phone communication, and direct patient interaction at the front desk.

Compensation : In accordance with the New Jersey Pay Transparency Act, this position falls within Pay Grade 4 of the 2025 OPM Salary Table for the NY / NJ / CT / PA region. Compensation will be determined based on experience and education.

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