Overview
Executive Assistant & Front Office Coordinator Jobs in Coppell, TX at Kings III of America, LLC
About Pediatric Speech Lab
At Pediatric Speech Lab, we are dedicated to providing exceptional Speech and Language Therapy and Behavioral Health Services that support children in reaching their full potential. By leveraging our innovative hybrid and teletherapy model, we expand access to personalized care across state lines. We are committed to empowering families, nurturing effective communication, and guiding each child toward independence and long-term success.
Mission & Vision Statement
At Pediatric Speech Lab our vision is to create a world where every child has access to the support they need to communicate, learn, and thrive. We aim to enhance our services by integrating comprehensive parent support programs that increase access to therapy both through telehealth and in-person sessions. By empowering families with the tools and guidance they need, we strive to foster progress in each child’s everyday environment, ensuring meaningful growth and the best possible outcomes.
Everyone in our company is held to the highest ethical standards of honesty and personal integrity in all business affairs. We celebrate and embrace the inclusion of diverse perspectives, and we value commitment to the team ethics and balance. We strive to attract, motivate and inspire leaders of character within the organization, and we invest in our people who demonstrate integrity, achievement, principled leadership, and technical competence.
Core Values
Provide evidence-based and culturally sensitive services to children with behavior disorders.
Deliver excellence and innovation in behavior education, research, and clinical practice for children.
Celebrate diverse learning styles of children with speech and behavior disorders.
Be compassionate, open-minded, and a team player.
Position Summary
The Medical Office Administrator is responsible for answering calls, scheduling appointments, assisting with intake paperwork for new clients, and providing remarkable customer experience to all Pediatric Speech Lab clients. The Medical Office Administrator shall work in collaboration with the office manager, program supervisors, board-certified behavior analysts, registered behavior technicians, and speech therapists. Must be an effective communicator, thoughtful, thorough, and enjoy building relationships.
Roles and Responsibilities
Stewardship
Collaborate on Office Projects.
Perform opening and closing duties to ensure a timely and smooth start and end of the day.
Maintain client confidentiality and understand and adhere to HIPAA regulatory laws, rules, regulations, and policies.
Assist in maintaining a clean and organized reception area to ensure a professional environment.
Customer Experience
Greet clients and visitors at the front desk.
Answer main phone line and direct calls, as necessary.
Schedule appointments, follow up on the waitlist when there are openings, and remind clients of upcoming appointments.
Assist patients with completing initial visit documentation and insurance questions.
Answer patients’ questions and ensure the highest standard of customer service.
Communicate appropriately and effectively with colleagues and families, as needed.
Manage patient flow to minimize wait times and ensure a pleasant experience.
Technical Performance and Precision
Collect patient authorizations.
Communicate with Insurance to ensure authorizations are up to date.
Collect client copays.
Initiate, organize, and update client records with all necessary documentation after each appointment.
Enter and update patient information in the electronic health records system accurately.
Handle billing inquiries and discrepancies with precision and attention to detail.
Learning and Professional Growth
Participate in ongoing training and development opportunities to stay current with clinic procedures and best practices.
Attend staff meetings and contribute to discussions on improving clinic operations and patient care.
Seek feedback from supervisors and peers to improve performance and skills continuously.
Key Performance Indicators (KPIs)
Cleanliness and Organization of Reception Area: Maintain a clean and organized reception area 100% of the time. Weekly inspections and feedback from patients and staff.
Compliance with HIPAA and Privacy Regulations: Achieve 100% compliance with HIPAA and privacy regulations. Quarterly audits and training completion rates.
Appointment Scheduling Efficiency: Schedule 95% of appointments within the requested time frame. Monthly review of scheduling logs and patient feedback.
Call Handling Efficiency: Answer and appropriately direct 95% of incoming calls within 3 rings.
Accuracy of Patient Records: Ensure 100% accuracy in entering and updating patient information in the electronic health records system. Monthly audits of patient records.
Timeliness of Billing and Payments: Process and collect client copays and billing within 48 hours. Monthly financial reports and audits.
Insurance Authorization Compliance: Ensure 100% of patient authorizations are up to date. Monthly review of insurance authorizations and renewals.
Patient Documentation Completion: Ensure all patient documentation is completed and updated after each appointment. Monthly audit of patient files.
Staff Meeting Attendance and Participation: Achieve 90% attendance and active participation in staff meetings.
Feedback Implementation: Implement at least one improvement suggestion from feedback annually.
Essential Skills and Abilities
A self-motivated individual who thrives working independently and as part of a team.
Accountable, flexible, takes initiative, and makes sound decisions to improve clinic operations.
Loves children, is kind and compassionate, and excels in interpersonal interactions.
Comfortable using electronic health records (EHR) and other clinic management software.
Demonstrates superior customer service skills, ensuring a positive experience for patients and their families.
Works well with interdisciplinary teams, contributing to a cohesive and supportive work environment.
Creative, innovative, and a problem solver focusing on delivering top-quality service.
Coachable, eager to learn, open to receiving mentoring, and driven to improve.
Adheres to regulatory, industry, and company laws, rules, regulations, policies, processes, and procedures.
Handles confidential and sensitive information with great care and professionalism.
Excellent prioritization, organizational, and time management skills to get things done and handle multiple initiatives simultaneously.
Complies with company, federal, and state regulations for a COVID-free work environment.
Collaborative, adaptive, resourceful, and able to exhibit a client-focused approach to resolve problems proactively.
Exceptional communication and interpersonal skills, capable of conveying information clearly and effectively.
Strong strategic thinking and problem-solving abilities to enhance clinic operations.
Ability to work effectively in a fast-paced, dynamic environment with frequent interruptions.
Maintains a professional demeanor in all interactions and situations.
Qualifications
Education and Experience
High school diploma or equivalent required.
Medical Administrative Certificate preferred.
Two (2) years of administrative experience required, such as answering phones, managing appointments, and handling documentation.
At least two (2) years of experience working in a medical office or clinic setting, preferably in pediatrics or a rehabilitative clinic, highly preferred. This includes familiarity with medical terminology, patient scheduling, and handling medical records.
At least one (1) year of medical billing experience preferred.
Previous experience using medical software, preferably Fusion Web Clinic, preferred.
Technology
Proficiency in using enterprise software solutions and electronic health record (EHR) systems.
Strong computer skills, including MS Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe.
Travel
None required.
Language Skills
Ability to read, analyze, and interpret documents such as policies, procedure manuals, research information, and review regulations.
Ability to speak effectively and present information to all levels of internal and external customers. Ability to author routine reports and correspondence.
Ability to resolve and respond to common inquiries or complaints.
Physical Demands
Required to sit or stand for extended periods.
Intermittent physical activity includes bending, reaching, lifting/moving (up to 25 pounds), manual dexterity, handling or feeling tools or controls, standing, climbing stairs, kneeling or stooping, and talking and hearing.
The physical demands described here represent those that an employee must meet to successfully perform this position’s essential functions. Reasonable accommodations may enable individuals with disabilities to perform the essential functions. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Supervise Others
This position does not supervise others.
Work Environment
The ability to work in a progressive entrepreneurial environment is required. Must be self-motivated, able to work independently, and responsible for the assigned workload. Must be able to interact with upset staff and/or public and private representatives, interpreting and enforcing departmental policies and procedures. This role requires adaptability and professionalism in diverse and potentially challenging environments.
Disclaimer
This position description is not intended to be a contract between Pediatric Speech Lab and the employee hired to perform the duties of this position. The document is not intended to list every task an employee in this position could be required to complete. Pediatric Speech Lab reserves the right at its discretion to request the employee to perform duties that are not listed. The company may use this
Job Type: Full-time
Pay: $25.00 per hour
Benefits:
Dental insurance
Health insurance
Health savings account
Life insurance
Paid time off
Professional development assistance
Referral program
Vision insurance
Medical Specialty:
Pediatrics
Work Location: In person
Title: Executive Assistant & Front Office Coordinator
Company: Kings III of America, LLC
Location: Coppell, TX
