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 position combines client-facing service with detailed insurance and billing workflows, including interpreting EOBs/ERAs, posting payments and adjustments, managing client balances, and coordinating follow-up on denials. The role also provides administrative support to the Practice Director, ensuring smooth communication and information flow across intake, clinical, and billing workflows.

ResponsibilitiesAnswer inbound calls and return voicemails, emails, and portal messages promptly and professionally.Greet clients and support day-to-day front desk operations, including check-in support as applicable.Respond to general inquiries regarding services, scheduling, and billing within role scope, and route issues to the appropriate staff members.Assist clients with scheduling, rescheduling, cancellations, and waitlist coordination.Respond to prospective client inquiries, gather intake information, and complete initial intake workflows according to practice procedures.Maintain accurate administrative and demographic data in Simple Practice, including profiles, contacts, and document status.Submit and track clinician credentialing and payer enrollment with billing support, including maintaining status tracking and follow-ups.Maintain organized digital and paper filing systems, ensuring blank forms and documents are stocked and office supplies are replenished.Assist the Practice Director with paperwork, document preparation, and administrative follow-through.Help manage task flow related to intake review and assignment, as well as internal messaging, to keep information moving between front desk, clinicians, billing, and leadership.Coordinate reminders and logistics for director-related deadlines and meetings, including staff meeting reminders and Zoom logistics as assigned.Receive and distribute practice mail, and manage incoming and outgoing mail, faxes, and document routing.Participate in regular check-ins with the Practice Director, including beginning-of-week planning and end-of-week review as requested.Update and add forms, templates, and assessments in the Simple Practice Documents Library as assigned.Provide light HR administrative support, including onboarding checklists, documentation routing, and internal communications as assigned.Coordinate basic marketing and administrative tasks, such as scheduling, content handoff, and light formatting as assigned.Coordinate the insurance verification workflow with billing support, including assigning tasks for verification, receiving results, and updating verified insurance information.Route intakes for clinical assignment and next steps per established workflows, and contact clients to schedule initial appointments once approved.Update client profiles with verified demographics, contact information, and insurance details, and maintain documentation status.Receive insurance correspondence and document it clearly and accurately.Post insurance payments, adjustments, and write-offs in Simple Practice, including payments received via mailed checks and other sources.Identify discrepancies such as underpayments, missing payments, and denials, and coordinate follow-up on denied or underpaid claims with billing support.Track denial reasons and denial codes and support claim resubmissions as needed.Collect and process client payments by phone and in person using established workflows.Reassign payment responsibility based on EOBs and ERAs, including deductibles, coinsurance, and copays, and communicate balances to clients in line with practice policy.Generate reports from Simple Practice, such as appointment status and payments reports, and use them to prepare the Weekly Billing report for the outside insurance biller on schedule.Review reports for completeness, identify missing or inconsistent data, and correct or flag issues for resolution.Prepare biweekly payroll-ready reporting based on Simple Practice data, validate appointment and payment information, flag discrepancies, and submit to the Director and payroll company.Pull required payment and claim information, including ERAs, from Tebra as assigned and enter or align information accurately in Simple Practice.Support reconciliation between systems when discrepancies are identified.Receive and log records requests, route them to the appropriate clinical or lead staff or the Practice Director, and track request status and required documentation such as authorizations and releases.Support scanning, filing, and secure handling of sensitive documents and protected health information (PHI).Document records requests and actions taken, including an inventory of records released, in compliance with HIPAA requirements and internal policies.Essential SkillsHigh accuracy in data entry, documentation, and financial handling with strong attention to detail and follow-through.Excellent client-facing communication skills by phone, email, and in person, with professionalism in sensitive situations.Proficiency with Microsoft 365, including Outlook for email and calendar management, and strong working knowledge of Excel and Word.Proficiency with Microsoft Excel for data entry, reporting, and basic analysis.Ability to maintain confidentiality and follow HIPAA and practice privacy and security requirements.Ability to manage multiple tasks, prioritize effectively, and maintain organized workflows in a busy front office environment.Comfort with frequent phone and computer use, data entry, and handling both digital and paper documents.Additional Skills & QualificationsExperience in data entry and documentation within medical, healthcare, or counseling services settings is preferred.Knowledge of Explanation of Benefits (EOB) and Electronic Remittance Advice (ERA).Experience with Electronic Health Records (EHR) systems is a plus.Familiarity with billing codes and common denial reasons is a plus.Experience using Simple Practice or similar practice management software is beneficial.Ability to coordinate basic marketing and administrative tasks, including scheduling and content handoff.Strong organizational skills and the ability to maintain accurate records and filing systems.Ability to collaborate effectively with clinical, billing, and administrative staff.Work Environment

This is an office-based role with a regular schedule of Monday through Friday, 9:00 a.m. to 5:30 p.m. The position requires frequent phone and computer use, data entry, and handling of both digital and paper documents. The work involves managing sensitive information and protected health information, and strict adherence to privacy and security practices, including HIPAA requirements, is mandatory. The role may require sitting or standing for extended periods and occasionally lifting or moving office supplies and files, typically up to 25 pounds. The front desk environment is client-centered, and the Office Coordinator maintains a calm, organized, and welcoming atmosphere in all interactions. The dress code is business casual.

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 May 1, 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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