Exeter Hospital


Req#: 13455
Full Time,Day Shift 8:00am-4:30pm

Job Summary:

The office coordinator greets and welcomes patients. The coordinator also provides complex administrative and scheduling support for physicians, clinical staff managers and patients in a healthcare setting. Additionally, the coordinator is responsible for check-in check-out, scheduling, phone coverage, medical records maintenance, support referrals, authorizations, data entry, and customer service.


  • High school graduate or equivalent
  • 1–3 years experience

Major Responsibilities:

  1. Utilizes superior customer service skills to perform daily administrative duties of the clinic including, but not limited to; greeting, checking in/checking out; scheduling patients; chart maintenance; filing; answering phones and taking messages; opening; reviewing and distributing mail; stocking supplies; checking and distributing faxes.
  2. Register patients; ID patients and queue into system. Have patients sign consents and ABNs as needed. Scan insurance cards; labs and orders; as needed.
  3. Actively schedule all patients for appointments requested by providers. These include but are not limited to; labs; diagnostic; chemotherapy; infusion; provider follow-up; teaching; outside referrals and hospital admissions. Make reminder calls to patients prior to an appointment.
  4. Intake of all new consult referrals; collects appropriate clinical and billing data. Prepares new charts; ensures records are complete prior to visit; mails out packets accordingly.
  5. Accurately maintains provider schedules to ensure clinic resources are maximized and patient's needs are met. Updates and coordinates provider schedules as needed for meetings; time off; etc. and communicates changes as needed to appropriate individuals.
  6. Accurately obtains necessary prior authorizations from an insurance company prior to booking diagnostic testing. Understands contractual pre-certification requirements to ensure billing requirements are met prior to services. Maintains a tickler file for future tasks/appointments.
  7. Assists with medical records requests from customers. Handles patient/staff requests throughout the day appropriately. Prints all necessary reports and distributes daily.
  8. Provides coverage for other administrative staff as necessary. Assist with patient flow and coordinate care with medical assistants and triage nurses, as needed.
  9. Processes death notifications appropriately.
  10. Uses and maintains routine office equipment; computers; voicemail; multi-line phones; intercoms; printers; scanners and other similar equipment, as well as software.

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