Office Administrator

Overview Summary:

The Office Administrator ensures smooth, efficient day‑to‑day operations within the Business Services department. This role manages front desk activities, credentialing workflows, billing‑related tasks, provider support, and administrative processes across the organization. As a key operational resource, the Office Administrator supports provider onboarding, portal tasks, documentation, medical records requests, and cross‑functional communication. The ideal candidate is proactive, detail‑oriented, and comfortable balancing administrative and operational responsibilities in a fast‑paced healthcare environment. Primary Responsibilities Front Desk, Communication & Office Operations Answer and manage incoming calls daily; monitor and process faxes twice weekly (with backup support). Clear and respond to emails and voicemails daily. Order and maintain office supplies from approved vendors (Amazon, Office Depot, HEB). Maintain office refreshment supplies, including filling water in refrigerators. Coordinate errands for leadership (Post Office, CPA, etc.). Arrange lunch for meetings upon request. Book conference rooms and assist with meeting coordination and setup. Provider Support & Scheduling Maintain and update the provider time‑off calendar daily. Support onboarding of new patient blocks (10+ patients at once). Provide first‑line EMR technical support (account unlocks, eRx issues, Netsmart/gEHRiMed assistance). Maintain Physician rounding calendar. Notify providers via email, fax, or voicemail as needed. Credentialing & Compliance Assist with credentialing workflows, including Medicare and facility credentialing. Monitor credentialing progress and respond to second requests from Sertus or providers. Ensure updated credentials are saved to provider folders. Prepare manual covers and consent forms for new facilities. Complete New Facility Checklists and monitor onboarding needs for new facilities. Billing, Records & Operational Support Process medical records requests daily. Complete monthly VA billing tasks. Assist with demographic updates, benefit verifications, payer communications, and complex account follow‑up. Process refunds monthly as needed. Send payments and paperwork to the lockbox. Complete long forms and administrative documentation as requested. Support leadership with special projects and operational initiatives. Log, process, and monitor CERT reviews through resolution; complete affidavits and notarize subpoena‑related documents.

Required Skills & Qualifications:

Previous experience in a medical group business office or billing department required, with strong understanding of revenue cycle workflows and healthcare operations. Exceptional computer skills, including proficiency in Microsoft Excel and Word; ability to format, troubleshoot, and manage complex spreadsheets and documents. Experience with SharePoint or similar document management systems preferred. Comfortable working with financial data, tracking figures, and identifying discrepancies; strong numerical and analytical skills. Excellent written and verbal communication skills with strong attention to grammar, tone, and clarity. Highly organized, detail‑oriented, and capable of managing competing priorities independently.

Job Type:

Full-time Ability to

Commute:

Katy, TX 77494 (Required)

Work Location:

In person