Administrative Operations Coordinator OMS Nashville, PLLC Brentwood, TN Job Details Full-time $24

• $27 an hour 23 hours ago Benefits Health insurance Dental insurance 401(k) Tuition reimbursement Paid time off Employee assistance program Vision insurance 401(k) matching Life insurance Referral program Retirement plan Qualifications Practice management software Scanning Records management Attention to detail Full Job Description Job Summary We are seeking a dynamic and highly organized Administrative Operations Coordinator to join our team!

This vital role involves streamlining office functions, managing administrative workflows, and supporting daily operations to ensure a smooth and efficient workplace. The ideal candidate will bring enthusiasm, attention to detail, and excellent communication skills to foster a productive environment. You will serve as the backbone of our administrative team, handling a variety of tasks that keep our office running seamlessly and supporting our commitment to exceptional service. Duties

• Provide coverage for administrative roles during call-outs or high-volume periods including traveling to clinics as needed, often with short-notice. Front Office & Patient Experience
• Greet and assist patients in person and via telephone in a professional and friendly manner
• Answer, direct, and manage incoming calls; take and relay messages
• Present consent forms and obtain required patient signatures
• Scan and upload insurance cards, identification, and required documentation
• Review treatment plans, charges, and payment options with patients
• Collect and process payments accurately
• Maintain a clean, organized, and professional front office and lobby area Scheduling & Coordination
• Schedule patient appointments, including consults, surgeries, and follow-ups
• Confirm appointments one to two days in advance and follow up on unconfirmed visits
• Manage scheduling email, online requests, and pre-registration processes
• Maintain and update the computerized schedule to ensure provider efficiency
• Communicate schedule changes and updates to clinical and administrative staff
• Establish daily work-in protocols and assist with daily schedule planning
• Conduct monthly patient recall and follow-up communications
• Monitor on-call messages and coordinate patient follow-up Treatment Coordination & Insurance
• Calculate and present patient treatment estimates
• Enter treatment plans into practice management software
• Verify insurance benefits, including calendar-year maximums prior to procedures
• Communicate with insurance companies regarding patient coverage and benefits
• Answer patient questions regarding treatment and financial responsibility Referrals, Records & Documentation
• Request, receive, and manage referrals and X-Rays from referring offices
• Scan, upload, and maintain accurate patient records and documentation
• Save and manage online patient information, emails, and website submissions
• Ensure all required documentation is complete prior to patient appointments
• Update patient and referral information in applicable systems Administrative & Operational Support
• Open and close office (lights, equipment, daily setup and closing procedures)
• Prepare, print, and distribute correspondence (consults, treatment plans, letters)
• Upload and manage electronic documentation and communications
• Balance daily payments, cash, and petty cash
• Perform daily checklists and administrative tasks
• Maintain inventory of office supplies and submit orders as needed
• Assist with pathology specimen tracking and coordination with labs
• Maintain tracking of CTs, implants, and other case-related materials
• Participate in daily team meetings with providers

Pay:

$24.00

• $27.

00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Life insurance Paid time off Referral program Retirement plan Tuition reimbursement Vision insurance

Work Location:

In person