Occupational Health Administrative Coordinator

Job Description

Job Description

**WE DO URGENT CARE DIFFERENTLY - Come See How!**

Welcome to AFC Urgent Care Portland -- where we're flipping the script on healthcare culture! Think supportive teammates, open leadership, and real opportunities to grow. Whether you're seasoned in your field or just getting started, if you're passionate about helping people and want to make a difference -- this is the place!

WHY YOU'LL LOVE IT HERE

• A Culture That Actually Cares : teammates who've got your back, leaders who listen, and zero bureaucracy. We believe in collaboration, not competition!
• Team Performance Bonus : when the clinic thrives, you share in the success! Monthly performance bonuses = more than just a pat on the back
• Learn. Grow. Level Up : want to expand your skills? We offer in-house Limited Scope Radiography (LXMO) training, with state certification costs fully covered!

SCHEDULES THAT WORK FOR LIFE

Full-Time ~40 hours/week.

• M-F 8a-4:30p

LOCATION

• 8060 SW Pfaffle St, #106, Tigard, OR 97223

PAY & PERKS

• $21-25+/hr (based on experience)
• Monthly team performance bonuses
• Free healthcare for you and your family through AFC
• 401(k) with 3% employer match after 1 year
• 3 weeks of paid time off
• On-the-job growth & training opportunities
• Supportive, non-toxic work culture that celebrates wins!

General Position Summary:

The Occupational Health Administrative Coordinator (OHAC) provides essential financial and administrative support to the Occupational Health department. The role maintains client relations and supports the financial health of the company by managing the end-to-end accounts receivable and collections process. The OHAC delivers critical operational support, data management, and client coordination daily to ensure seamless department performance. The OHAC will utilize a strong administrative-focused skillset to support our growing Occupational Health line of business.

The OHAC is responsible for coordinating the day-to-day workflow of OccMed billing and collections. The OHAC serves as a liaison between the department sales team and OccMed clients. As well as working in conjunction with clinics, managers and other team members.

Essential Functions/Major Responsibilities:

Accounts Receivable & Billing

• Monitor accounts receivable weekly to identify overdue accounts, analyze AR capture, and prioritize collections for accounts over 30, 90, and 120 days.
• Utilize integrated billing systems (Cowork and Experity) to update balances, research past due accounts, and prepare weekly AR reports with comprehensive collection notes.
• Resolve client billing inquiries and complaints through proactive outreach and coordination with the Occ Med sales team.

Client Relations & Support

• Serve as a primary liaison for clients, providing results, answering billing emails, and managing inquiries with professional phone and email etiquette.
• Support the Sales Team by building or updating client protocols and assisting with account management for assigned portfolios.
• Establish positive working relationships across all clinics and departments to facilitate training and ensure client satisfaction.

Administrative & Data Management

• Maintain an accurate and active database of company contact information and client protocols across multiple EMR systems (Experity, CoWork, Medfiller) and CRM platforms.
• Oversee Occ Med appointment scheduling; including answering patient calls, processing PO or referred appointment requests, and converting company forms into fillable PDFs.
• Investigate delays in service delivery to ensure results are sent within 24 hours of appointments.

Industry Compliance

• Uphold HIPAA laws and guidelines while performing all duties without exception.
• Maintain expertise on industry standards and trends including OSHA, DOT, and FMCSA regulations.

Experience:

• Heavy phone experience preferred
• Minimum one year experience working collections or AR preferred
• Experience in medical billing preferred
• Experience working with an EMR preferred

Knowledge:

• Basic knowledge of Accounts Receivable functions preferred

Skills and Abilities:

• Excellent customer service skills
• Excellent data entry and organization skills
• Ability to multitask while paying attention to detail
• Demonstrated ability to work independently and efficiently to accomplish required tasks and duties with minimal supervision
• Ability to work at a rapid pace, being involved in several duties at one time
• Ability to stay positive in a stressful environment
• Excellent verbal and written communication skills
• Ability to communicate effectively with team members and clients
• Ability to read and interpret documents such as protocols and billing codes
• Ability to communicate professionally and effectively with clients, specifically demonstrating professional phone and email etiquette
• Regularly required to talk or hear at normal levels
• Regularly required to stand, walk, sit, use hands to handle or feel, reach with arms and hands
• Occasional bending, stooping, kneeling, crouching, crawling, and reaching
• Ability to sit or stand at a workstation for extended periods (up to 8 hours a day)
• Ability to lift, carry, push, and pull up to 25 lbs. independently.
• Excellent fine motor skills for handling delicate internal computer components, manipulating small screws, crimping ethernet cables, and typing efficiently.
• Vision corrected to normal range and occasionally requires close vision and ability to adjust focus

Reliable transportation and ability to occasionally travel to different office locations, clinics, or user workstations within the Portland-Vancouver area as requested is required.

The work environment is a climate controlled office space, but can occasionally require visits to clinical sites. Noise level is usually moderate. With regular use of office equipment such as a computer, keyboard, fax, copier, calculator, multi-phone system, scanner, and headset. Must be able to work under conditions of constant interruption and be able to concentrate and stay on task.

SAFETY & WELLBEING

• Alcohol and Drug-Free Policy: We are an alcohol and drug-free workplace. Offers are contingent on the successful completion of background checks and drug screenings (*including THC).
• EEO: AFC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.