Job Title: Office Coordinator
Job Description

The Office Coordinator serves as the central point of contact for front office operations, client support, scheduling coordination, billing support, and practice reporting. This role combines client-facing service with accuracy in insurance-related workflows, including EOB/ERA interpretation, posting payments and adjustments, managing client balances, and coordinating follow-up on denials. Additionally, this position provides administrative assistant support to the Practice Director, ensuring smooth operations across intake, clinical, and billing workflows.

ResponsibilitiesAnswer inbound calls; return voicemails, emails, and portal messages promptly and professionally.Greet clients and support day-to-day front desk flow, including check-in support as applicable.Respond to general inquiries about services, scheduling, and billing questions within role scope; route issues appropriately.Assist clients with scheduling, rescheduling, cancellations, and waitlist coordination.Respond to prospective client inquiries; gather intake information and complete initial intake workflows per practice procedures.Maintain accurate administrative and demographic data in Simple Practice, including profiles, contacts, and document statuses.Submit and track clinician credentialing and payer enrollment with billing support; maintain status tracking and follow-ups.Maintain organized digital and paper filing systems; keep blank forms/documents stocked and office supplies replenished.Assist the Practice Director with paperwork, document preparation, and administrative follow-through.Manage task flow related to intake review/assignment and internal messaging; coordinate reminders and logistics for director-related deadlines and meetings.Receive and distribute practice mail; manage incoming/outgoing mail, faxes, and document routing.Participate in regular check-ins with the Practice Director for planning and reviews.Update and add forms/templates/assessments in the Simple Practice Documents Library as assigned.Provide light HR administrative support, including onboarding checklists and documentation routing.Coordinate basic marketing/administrative tasks such as scheduling and content handoff.Coordinate insurance verification workflow with billing support and update verified insurance information.Route intakes for clinical assignment/next steps per workflow and schedule initial appointments once approved.Update client profiles with verified demographics, contact, and insurance details; maintain documentation status.Receive insurance correspondence and document clearly.Post insurance payments, adjustments, and write-offs accurately in Simple Practice.Identify discrepancies and coordinate follow-up on denied/underpaid claims with billing support.Collect and process client payments using established workflows.Reassign payment responsibility based on EOBs/ERAs and communicate balances to clients.Generate necessary reports from Simple Practice and prepare Weekly Billing report for outside Insurance Biller.Prepare biweekly payroll-ready reporting based on Simple Practice data.Pull required payment/claim information from Tebra and align information in Simple Practice accurately.Support reconciliation between systems when discrepancies are identified.Receive and log records requests; route to appropriate staff or Practice Director; track request status and documentation.Support scanning, filing, and secure handling of sensitive documents in compliance with HIPAA requirements.Essential SkillsProficiency with Microsoft 365 (Outlook: Email & Calendar) and strong working knowledge of Excel and Word.High accuracy in data entry, documentation, and financial handling; strong attention to detail and follow-through.Strong client-facing communication skills (phone, email, and in-person) and professionalism with sensitive situations.Experience in data entry/documentation from medical/healthcare/counseling services is preferred.Ability to maintain confidentiality and follow HIPAA and practice privacy/security requirements.Additional Skills & QualificationsExperience working with insurance companies is a plus.Familiarity with billing codes and common denial reasons is a plus.Work Environment

This is an office-based role requiring frequent phone and computer use, data entry, and document handling (both digital and paper). The position involves the ability to sit/stand for extended periods and occasionally lift/move office supplies and files, typically up to 25 lbs. The work involves handling sensitive information, thus adherence to privacy and security practices is mandatory. The environment is business casual, and maintaining a calm, organized, and client-centered experience at the front desk and through all communications is essential. The working hours are Monday through Friday, from 9:00 am to 5:30 pm.

Job Type & Location

This is a Contract to Hire position based out of Camp Hill, PA.

Pay and Benefits

The pay range for this position is $20.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n
• Medical, dental & vision\n
• Critical Illness, Accident, and Hospital\n
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n
• Short and long-term disability\n
• Health Spending Account (HSA)\n
• Transportation benefits\n
• Employee Assistance Program\n
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Camp Hill,PA.

Application Deadline

This position is anticipated to close on Apr 20, 2026.

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\n\nAbout Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

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The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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