Aurora Medical Park

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Office Coordinator

at Aurora Medical Park

Posted: 4/7/2019
Job Status: Full Time
Job Reference #: 785652

Job Description

  • 30-Apr-2018 to 29-Jun-2022 (PST)
  • Administrative Support
  • Grand Forks, ND, USA
  • Full Time

Center for Psychiatric Care offers competitive compensation and an excellent benefit package comprehensive of paid vacation, paid holidays, health insurance, dental insurance, vision insurance, long and short term disability, life insurance, flexible spending accounts, and a retirement account.


Applicants must be ahigh school graduate; Asociate's degree or Bachelor's degree is preferred. Minimum of 3 years of experience as a receptionist, administrative assistant and/or office manager is preferred. Must be proficient in various computer systems, typing and phone systems.


Center for Psychiatric Care, located on the Aurora Medical Services Campus, is currently recruiting for an Office Coordinator to join our team. Center for Psychiatric Care is an outpatient psychiatric clinic providing a full spectrum of psychiatric care in the region for more than fifteen years. Work with an outstanding multidisciplinary clinical team to provide psychiatric services to Children, Adolescents, Adults and Geriatric patients.


Duties of this position include:

  • Provide input and assist with the development and implementation of registration & scheduling processes, policies and procedures;
  • Act as a lead for the Patient Registration & Scheduling Clerks:
    • Provide initial and ongoing training to Patient Registration & Scheduling Clerks;
    • Assist Patient Registration & Scheduling Clerks with issues and/or questions relating to patient care and/or clinic processes;
    • Model how to appropriately carry out clinic processes, policies and procedures on a daily basis;
    • Ensure adequate Patient Registration & Scheduling Clerk coverage in each clinic;
    • Float to additional clinics as needed to ensure adequate Patient Registration & Scheduling Clerks coverage;
    • Trouble shoot issues with Office Manager as problems arise;
    • Ensure Patient Registration & Scheduling Clerks are following the clinic's policies and procedures and reporting concerns to the Office Manager as they arise;
    • Provide feedback to Office Manager on Patient Registration and Scheduling Clerk's performance;
    • Seek out guidance from Office Manager when processes are unclear;
    • Communicate with the Registration and Scheduling team as directed by Office Manager;
  • Communicate using the Bradoc system (for all entities) for reasons including,  but not limited to:
    • Flagging Delinquent Accounts
    • Documentation of Communication with Patient
    • Termination of Services
    • Miscellaneous Notes
    • Etc.
  • Complete all other duties as assigned by supervisor and/or Administrative Team member. 
  • Utilize a multi-line phone system to answer incoming phone calls and routes calls and messages; directs patients/customers/professionals to the correct area as required.
  • Assess urgency of calls, and refer non-routine, sensitive and/or complex requests for information and other inquiries or complaints to appropriate staff.
  • Make appointment reminder calls and reschedule appointments as needed.
  • Utilize internal email and voicemail in order to relay messages to appropriate staff.
  • Greet patients, visitors, vendors, mail carriers, delivery personnel, etc. in a prompt, friendly manner.
  • Inquire about customer's needs, provide information and guidance as needed, and direct concerns appropriately.
  • Distribute patient satisfaction surveys to patients.        
  • Distribute employment applications to prospective applicants.
  • Schedule appointments for patients and vendors using BRADOC database.
  • Obtaining patient demographic and insurance information.
  • Fax completed fee sheets and progress notes and or Evaluation to Medical Records.
  • Verify insurance information via Zirmed prior to patient's appointment and enter into patient correspondence in BRADOC. Examples: BC/BS MN is E #ref number.
  • Collect co-payment or other cash or check payments, issue a receipt to the payer and turn payment over to CPC staff as soon as possible.
  • Complete ROl's and track them via spreadsheet.
  • Registering patient information into billing system.
  • Enter new patient information in BRADOC.
  • Make copies of new patient paperwork.
  • Track new patient clients via spreadsheet.
  • Make appointment reminder calls and reschedule appointments as needed.
  • Mark no show patients in BRADOC.
  • Schedule referral appointments.
    • Register Telemedicine patients in system(s) and maintain Telemedicine schedule.
    • Assist Office Manager with the oversight of all clinic schedules including provider and patient.
  • Print daily schedules and fee sheets and print progress notes and or print Evaluation.
  • Assemble new patient charts and pull patient charts for appointments as needed.
  • Fax labs and or information to the appropriate CPC locations for Provider.
  • Take vitals: B.P., temperature, height, weight, etc.
  • Fax refill requests to the appropriate CPC locations for provider.
  • Create and revise forms as needed.
  • Completes miscellaneous typing, filing, and photocopying projects, as assigned.
  • Schedule meeting and/or conference rooms.
  • Compile items for staff calendar and distribute to staff and answering service on a timely basis.
  • Place and distribute lunch orders  for staff meetings as needed.
  • Provide support to administration and administrative assistants as needed.