Appointment Coordinator ( OB/GYN Medical Center Associates)

We are a group of providers united by our clinically integrated, high-performance network and shared belief that physician autonomy is key to improving healthcare. As a physician-led medical group, we provide the tools, talent, and technology that enable you to improve patient care and your practice’s economic outcomes. We remove administrative work to help you transition to and thrive in value-based care so you can focus on patients, not paperwork and policy.

APPOINTMENT COORDINATION AND CALL HANDLING

•  Warmly greets all patients and visitors upon arrival or phone encounter.
• Provides assistance with forms or other requested documents.
• Notifies providers and staff of patient arrivals, delays, or scheduling discrepancies.
• Monitors the schedule for same-day changes, cancellations, or urgent appointments.
• Communicates with patients regarding appointment policies and estimated wait times.
• Screens all incoming calls and determines appropriate disposition (triage, scheduling, billing, medical records, provider communication).
• Accurately documents telephone encounters, ensuring error-free messages routed per practice protocol.
• Escalates urgent clinical concerns to the triage team or provider as needed.
• Proactively addresses dissatisfied patients and implements service recovery measures.
• Educates patients on office procedures, insurance requirements, and visit expectations.
• Assists patients in understanding billing inquiries, referrals, and pre-authorization processes.
• Schedules appointments per practice protocol.
• • Demonstrates ability to use judgment when scheduling provider’s template

PATIENT REGISTRATION

• Verifies patient demographic information at each appointment schedule and updates the electronic health
• record (EHR) with 100% accuracy.
• Ensures correct insurance coverage and eligibility before the patient is scheduled following practice protocol.
• Scans and uploads all necessary documents into the patient record to maintain compliance and accuracy.
• Communicates with patients regarding financial policies, payment plans, and out-of-pocket costs.
• Monitors and resolves Reschedule Queue and Appointment Ticklers Queue on a weekly basis
• Schedules Patient Referrals from PCP for HMO plans. Schedule and reschedule new patients and established patients’ appointments.
• Register new patients and update established patients’ accounts.
• Collect/update patient insurance information during each call.
• Verifies and updates patients’ insurance and demographic information.
• Collection calls to patients on any outstanding monies owed.
• Follow HIPAA guidelines.
• Other miscellaneous duties as assigned.

Minimum Qualifications:

• 4+ years of Appointment Secretary experience, preferably in a OB/GYN medical office setting

• 2+ years of PBX or call center experience 

• 2+ years of Athena EMR experience (Preferred)

• Basic computer literacy

• Ability to handle yourself in a professional manner

• Ability to accurately enter patient data into office software

• Be a self-motivator and problem solver

Education/Certificate/License

High School Graduate or GED 

Physical Demands

Work may require sitting for long periods of time; also stooping, bending and stretching for files and supplies; occasionally lifting files or paper weighing up to 30 pounds; requires manual dexterity sufficient to operate a keyboard, operate a telephone, copier and such other office equipment as necessary; vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts.

The hourly rate for this role is competitive, ranging from $15 to $18 per hour. Final compensation will be based on a comprehensive assessment of your qualifications, including years of experience, educational background, and location.

All your information will be kept confidential according to EEO guidelines.

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Technical Requirements (for remote workers only, not applicable for onsite/in office work):

In order to successfully work remotely, supporting our patients and providers, we require a minimum of 5 MBPS for Download Speed and 3 MBPS for the Upload Speed. This should be acquired prior to the start of your employment. The best measure of your internet speed is to use online speed tests like https://www.speedtest.net/. This gives you an update as to how fast data transfer is with your internet connection and if it meets the minimum speed requirements. Work with your internet provider if you have questions about your connection. Employees who regularly work from home offices are eligible for expense reimbursement to offset this cost.

Privia Health is committed to creating and fostering a work environment that allows and encourages you to bring your whole self to work. Privia is a better company when our people are a reflection of the communities that we serve. Our goal is to encourage people to pursue all opportunities regardless of their age, color, national origin, physical or mental (dis)ability, race, religion, gender, sex, gender identity and/or expression, marital status, veteran status, or any other characteristic protected by federal, state or local law.