Business Office Coordinator

POSITION SUMMARY

The Business Office Coordinator is responsible for supporting the financial operations of a multi-site dermatology practice, with a focus on both accounts payable and accounts receivable functions. This role ensures accurate processing of invoices and payments, supports revenue cycle activities, and maintains strong relationships with vendors, patients, and payers. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced healthcare environment.

PRINCIPAL DUTIES & RESPONSIBILITES

• Process and review vendor invoices for accuracy, completeness, and compliance with company policies
• Enter and manage accounts payable transactions, ensuring timely and accurate payment of vendors
• Post and reconcile incoming payments, including insurance reimbursements and patient payments
• Maintain accurate accounts receivable records and ensure proper application of payments
• Monitor both AP and AR aging reports and follow up on outstanding balances or discrepancies
• Investigate and resolve payment issues, including denied claims, underpayments, or vendor discrepancies
• Prepare and post journal entries related to AP/AR activities and assist with general ledger support
• Assist with month-end closing processes, including contracts, W-9s, and compliance documentation
• Communicate with vendors, patients, and insurance carriers regarding billing and payment inquiries
• Ensure compliance with internal controls, financial policies, and healthcare regulations Other Essential Duties May Include (but are not limited to:
• Collaborate with clinical, billing, and administrative teams to ensure accurate charge capture and expense allocation
• Assist with tracking documentation of inventory-related purchase (e.g., medications, injectables, supplies)
• Support revenue cycle processes, including denial management and patient collections
• Prepare documentation for audits and support audit readiness efforts
• Participate in process improvement initiatives to enhance efficiency across AP/AR functions
• Provide administrative and financial support to leadership as needed
• Perform other duties as assigned

Knowledge, Skills & Abilities Required:

• Strong understanding of accounts payable, accounts receivable, and general accounting principles
• Familiarity with healthcare revenue cycle management, including insurance billing and patient collections
• Proficiency in accounting and/or healthcare systems (e.g., QuickBooks, ModMed, or similar platforms)
• Knowledge of medical terminology, CPT/ICD codig, and payer processes preferred
• High level of accuracy and attention to detail with strong data entry skills
• Ability to analyze financial data and resolve discrepancies efficiently
• Strong organizational and time management skills with the ability to prioritize tasks
• Excellent communication and customer service skills
• Ability to maintain confidentiality and handle sensitive financial and patient information
• Ability to work independently and collaboratively in a fast-paced, multi-location environment

Education:

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred
• Minimum of 2 years of experience in accounts payable, accounts receivable, or related financial role required
• Prior experience in a medical office, healthcare system, or physician practice strongly preferred
• Experience working with medical billing, revenue cycle management, or healthcare financial processes highly desirable

Working Conditions:

Primarily works in an office setting within a medical practice environment, requiring prolonged computer use, frequent interaction with patients, vendors, and staff, and the ability to manage multiple priorities in a fast-paced, multi-location healthcare setting. Physical, Mental, and Environmental Conditions of the Essential Duties of the

Position:

To comply with the Americans with Disabilities Act of 1990 (ADA), which prohibits discrimination against qualified individuals on the basis of disability, it is necessary to specify the physical, mental and environmental conditions of the Essential Duties of the job. Use the following codes to complete this section: "F" = frequently; "O" - occasionally, "N" = not at all. Physical Mental Environmental On the job, the employee must: On the job, the employee must On the job, the employee is: be able to: Bend F Sit F Read/Comprehend N Exposed to excessive noise Squat F Stand O Write N Around moving machinery Crawl F Walk N Perform Calculations N Exposed to changes in temperatures and/or humidity Climb O Push/Pull F Communicate Orally N Exposed to dust, fumes, gases, Radiation Kneel O Reason and Analyze N Drives motorized equipment Manual Dexterity Other O Works in confined quarters Reach above Shoulder level

Other:

Use fine finger movements Must Carry /

Lift Loads of:

O Light (up to 25#) ___ Moderate (25-50#) Heavy (>50#) Background checks or licensing requirements Candidates must pass in order to quality for the position: o Criminal background check o Reference checks o Education verification o Licensing verification, if applicable o Medicare Exclusion List, if applicable o Drug test

Disclaimer:

This position description has been designed to indicate the general nature and level of work by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications which may be required of the employee assigned to the position. Frequent changes may occur in the job duties and assignments due to the nature of episodic patient flows and volumes. Cross-functionality, teamwork and flexibility are keys to success in the position. The information listed is intended to describe the general nature and level of work performed by people assigned to this classification. This job description is not intended to limit or modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision.

Job Types:

Full-time, Part-time Pay:

From $48,000.00 per year Expected hours: No less than 24.0 per week

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person