Medical Office Coordinator in Ludlow, Vermont at Springfield Medical Care Systems, Inc.

Medical Office Coordinator (Front Office) – Ludlow, VT

Do you take pride in creating a welcoming first impression and helping a medical office run smoothly—together?

We are seeking a friendly, organized, and team-oriented Medical Office Coordinator to join our small, patient-focused primary care practice in beautiful Ludlow, Vermont.

This role is ideal for someone who understands that excellent patient care depends on collaboration, flexibility, and shared responsibility.

What You’ll Do:

• Greet patients and create a warm, welcoming experience from the moment they arrive
• Manage scheduling, phones, and front desk workflows
• Support primary care and walk-in providers with daily administrative needs
• Use medical terminology appropriately in patient interactions and documentation
• Multitask effectively in a fast-paced environment
• Pitch in where needed to keep the office running smoothly

What We’re Looking For:

• Prior medical office experience preferred
• Familiarity with medical terminology
• Strong communication and organizational skills
• A team-first mindset and willingness to support shared office responsibilities
• Friendly, professional, and patient-centered approach and contributes to a positive work culture

Why Join Us:

• Small, close-knit practice with a strong sense of community
• No weekends or holidays
• Supportive, collaborative work environment
• Located in a scenic Vermont town

North Star Health is a Federally Qualified Health Center (FQHC) committed to accessible, patient-centered care.

About us:

North Star Health is a federally qualified health center located in Southern Vermont and New Hampshire. We are centrally located between larger cities like Boston, NYC, and Montreal Quebec. We are hiring enthusiastic dependable team players with a desire for a rewarding career in the medical field. We value our employees, offer competitive salary and benefits, and understand the importance of work-life balance.

The major duties which are regularly performed and normally assigned to the position

• Perform all front-end administrative duties to best meet the needs of our patients in a timely, efficient, competent manner.
• Promptly manages telephone calls professionally, including voicemail, patient portal and answering service messages.
• Schedules patient appointments, following office protocols to ensure appropriate access for patients and maintains the flow in the office.
• Triages phone calls for immediacy of problem and routes messages to nurse or practitioner as appropriate. Takes complete messages with appropriate details according to the Telephone Triage During Business Hours Policy.
• Performs department inbox management function in an organized systematic manner. This function is completed promptly following established guidelines.
• Manages appointment functions such as appointment ticklers, appt reminders, portal scheduling, eligibility, and phone list, wait list, and patient reminder calls.
• Handles all PHI requests according to North Star Health policy.
• Greets patients in a professional, polite, prompt, helpful, friendly, positive, and welcoming manner. Represent North Star Health in a positive helpful manner.
• Maintains professional composure when met with difficult situations. Avoids personalization and attempts to deescalate. Seeks or helps when appropriate. Exhibit's ability to work under pressure and communicate information accurately.
• Demonstrates flexibility in work schedule and location based on the needs of the organization.
• Show competency in all areas of registration and appointment workflows, including scanning insurance cards, driver's license or other form of identification, obtaining photos, and updating patients' information with each visit. (i.e., name, phone numbers, addresses, emergency contact, guarantor information, all current insurance information with the mailing address, phone number, eligibility and all necessary FQHC required content). Collects co-pays and other patient due balances. Maintains reconciliation of payments.
• Performs all other duties as assigned.
• Adheres to policies and procedures during all activities.

Education:

High School diploma or equivalent

Experience:

Prefer experience in a customer service or healthcare related role, Working knowledge of medical terminology and HIPAA regulations

Knowledge and Abilities:

• Innovative thinker with strong conceptual and problem-solving skills.
• Meticulous attention to detail with the ability to multi-task.
• Strong organizational, administrative, and time-management skills.
• Ability to work under pressure and react effectively to emergency situations.
• Ability to work collaboratively with all team-members.
• Ability to use discretion while working with sensitive information.
• Excellent documentation, communication, and technology skills. Passionate about healthcare excellence