Temporary Front Office Coordinator

General Description of Position Provide customer service to clients and administrative support to students, faculty, and staff. Support clinic directors in administrative duties. The Front Office Coordinator is the voice, face, and point person for the different actors working at or receiving services from the clinic. Position is full time, in person, Monday through Friday, 8am to 5pm. Preference will be given to bilingual Spanish speaking candidates. Essential Functions / Major Responsibilities I. Front Desk and Daily Operations Provide professional service for clients, students, directors, faculty, and supervisors. Upon arrival, prepare the clinic for daily business. Maintain an organized front office and records room. Process and distribute incoming mail and faxes. Update and create office forms and announcements as assigned. Attend staff meetings and other meetings as designated by the director. II. Patient/Client Management and Scheduling Serve as the main point of reception for patients, assisting with check‑in and check‑out. Operate a multi‑line phone system according to clinic protocols. Manage the clinic schedule for all providers, including EMR templating. Schedule new and established patient appointments on the computerized scheduling system. Manage and oversee new patient intakes and connect new patients to providers. Triage and accurately document telephone calls from patients, including urgent health concerns, medication refill requests, and general inquiries directing them to appropriate staff/provider. Continuously monitor patient flow for optimum efficiency and to reduce patient wait time. III. Registration, Financial, and Billing Manage and oversee registration of all new patients and patient account setup. Gather and record required patient information (demographics, insurance, etc.) and route it appropriately. Confirm health insurance coverage to ensure accurate billing and effectively communicate financial obligations to patients. Coordinate/obtain referrals and prior authorizations from insurance. Process outgoing patients, including collection of fees, insurance forms, follow‑up appointments, MyChart sign‑up, and referral information. Reconcile clinic payments and deposits on a daily basis and process deposits/transmittals to the Business Office if assigned. IV. Electronic Health Record (EMR) and Data Management Maintain expert‑level Epic/EMR to help patients and clinical staff with appointments, payments, and secure communication. Process incoming patient forms through the EMR system. Perform timely EMR scanning of documentation. Manage EMR upgrades and weekly changes, serving as the designated “Subject Matter Expert” for the scheduling module and patient portal. V. Confidentiality and Medical Records Support clinic leadership in all areas of HIPAA compliance and ensure the clinic space protects patient privacy by complying with HIPAA and state regulations. Serve as the Medical Records Technician—process and execute routine Requests for Information (ROI). Maintain records on closed files, coordinate file retrieval, and maintain records for files transferred to archives. VI. Training, and Professionalism Lead role on clinic professionalism. Work with the student administrative assistant team (work‑study students). VII. Specialized/Other Functions Performs other duties as assigned. Job Scope The FOC performs duties independently with some supervision, operating from specific and definite directions and instructions. They may at times be the only administrative presence at the clinic depending on Directors’ and Manager’s schedules. Decisions are made within specific operational instructions and departmental guidelines, and work is checked on a frequent basis. Errors in judgment could affect the smooth and efficient operation of the office. Qualifications Education and/or Experience Previous experience in a healthcare setting preferred. In particular, experience in customer service, managing financial transactions, and knowledge of HIPAA confidentiality standards. Required Knowledge, Skills, Abilities & Behaviors Experience with computer programs/applications. Preference for those familiar with MS Office, Epic, Box, Google Suite. Excellent interpersonal skills and the ability to respectfully and effectively communicate with patients, students, faculty, and staff. Demonstrated ability to format business and professional papers and correspondence, good spelling, grammar, and punctuation skills. Ability to maintain confidential information according to HIPAA, University, department and professional guidelines. Must be self‑directed, detail‑oriented, organized, adaptable, able to prioritize and multi‑task and possess critical thinking skills. Bilingual Spanish preferred. Working Conditions Work environment is centered at the front desk of the clinic but also includes walking around the clinic and to other university departments. Physical Activities Stooping Kneeling Crouching Reaching Standing Walking Grasping Talking Hearing Repetitive motion Physical Requirements Light work. Compensation and Benefits Generous paid time off (for vacation, holidays—including winter break—and sick leave) Medical coverage with alternative care options (with in‑network services covered at 100% after payroll deduction) Comprehensive dental and vision plans Generous retirement contribution after one year of service with no match required Free mental health appointments Tuition remission for employees and their dependent child(ren) who meet eligibility requirements On‑campus benefits, including free access to our sports facility and library Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes) Equal Opportunity Employment Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies.We are committed to fostering a non‑discriminatory and inclusive work environment.We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups. Notice of Nondiscrimination Policy Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law.Applicable laws include, but are not limited to, TitleIX of the Education Amendments of 1972, Section504 of the Rehabilitation Act of 1973, TitleVII of the Civil Rights Act of 1964, the Age Discrimination Act, and the Americans with Disabilities Act of 1990.Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR97116 or via email at View email address on click.appcast.io. #J-18808-Ljbffr Pacific University