Medical Office Coordinator

Job Description

Job Description

Description:

We are looking for an enthusiastic, Medical Office Coordinator team member to join our Wailuku Clinic 'Ohana'!

Why Us?

• Incredible Team: Join a group of dedicated individuals who are truly passionate about making a difference in the lives of children. We embrace a culture of 'Ohana (family) and support each other in our shared mission.
• Opportunities for Growth: As we continue to expand, we are looking for individuals who can grow with us.
• Positive & Inclusive Work Environment: Thrive in a collaborative, engaging, and supportive environment where your contributions are valued. We believe in celebrating both individual and team successes.
• Core Values We Live By: Our practice is rooted in teamwork, passion, integrity, excellence, and accountability. We are committed to providing exceptional care while fostering a workplace that reflects these values in everything we do.

About Us:

We are a growing outpatient practice on Maui, dedicated to meeting a critical need in our community by providing high-quality Physical, Occupational, Speech, and ABA Therapy services to children of all ages and abilities. Our mission is to make therapy services accessible to every child on Maui, while enabling our therapists to achieve the ideal work/life balance to truly enjoy the lifestyle that Maui has to offer.

With several state-of-the-art locations across Central, Upcountry, and West Maui, we are committed to expanding our reach and positively impacting more children’s lives. At the heart of our clinic is a strong culture of 'Ohana (family), integrity, transparency, and open communication. We foster a supportive work environment where team members are encouraged to grow professionally, enjoy regular social activities, and celebrate both staff and patient successes. We offer mentorship, ongoing professional development, and opportunities to contribute to our mission of being leaders in child development services. If you share our passion for helping children reach their full potential and want to be part of a forward-thinking, collaborative team, we would love to have you join us.

As we continue to expand, you will play a key role in driving our growth, educating the community, and helping more children participate fully in life. We are excited about the future of Pediatric Therapies Hawaii and the difference we can make together in our underserved community. If our values and the opportunity to live and work on Maui resonate with you, we encourage you to apply. We look forward to hearing from you!

Responsibilities:

The Medical Office Coordinator is a pivotal role in our pediatric therapy practice, acting as the first point of contact families. This position is essential in creating an excellent patient experience that fosters patient/family engagement and investment in our clinic. The Medical Office Coordinator will build relationships with families, guiding them through their journey with us, and ensuring that they feel heard, valued, and prepared for their therapy experience.

• Onboard new patients: review policies, collect forms, and schedule evaluations.
• Manage patient check-in and check-out procedures accurately and efficiently.
• Answer incoming phone calls and direct inquiries appropriately.
• Assist patients and therapists with scheduling requests.
• Collect co-payments and other patient payments in accordance with clinic procedures.
• Verify and update patient demographic, contact information, and schedule availability.
• Maintain, manage, and update therapists schedules including rescheduling cancellations and no-shows.
• Scan documents and process incoming and outgoing medical records requests.
• Utilize the clinic's Electronic Medical Record (EMR) system for patient registration, scheduling, and documentation.
• Verify insurance eligibility and benefits.
• Monitor office and supply inventory and coordinate ordering as needed.
• Communicate effectively with therapists, patients, families, and administrative staff.
• Process and track new referrals.
• Perform other front office administrative duties as assigned.

Perks:

We provide opportunities for career growth, along with full benefits including 100% medical, dental, and vision premiums paid by employer , and 401(k). Our team enjoys quarterly social events and community outreach opportunities, fostering strong connections and a fun, supportive work environment.

Requirements: Required

• Previous experience in a medical, dental, veterinary, or other healthcare office.
• Experience with patient scheduling and front desk operations.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Professional verbal and written communication skills.
• High level of professionalism, reliability, and confidentiality.
• Basic computer proficiency and willingness to learn new software systems.
• Ability to work independently while collaborating effectively with the team.
• Team player with a high ownership mentality.
• Medical front desk experience is preferred

Preferred

• Experience using an Electronic Medical Record (EMR) system.
• Experience working with children and families.
• The ability to problem solve and think critically