Clinic Administrative Coordinator in Sheridan, Wyoming at Sheridan Memorial Hospital

At Sheridan Memorial Hospital, we proudly rank in the top 13.6% of U.S. hospitals, recognized by the Centers for Medicare and Medicaid Services. With over 850 dedicated employees and 100+ expert providers across 25 specialties, we are committed to exceptional, patient-centered care. Set in northern Wyoming’s stunning Big Horn Mountain foothills, Sheridan offers outdoor adventure and community charm. Our hospital combines cutting-edge technology with a collaborative, innovative culture. Join a team that values your skills, fosters growth, and empowers you to impact lives meaningfully. Apply today and be part of Sheridan Memorial Hospital’s mission of excellence!

JOB SUMMARY

The person in this position is responsible for the office’s daily activities and projects, and making patient appointments for the clinic. All forms of communication to the office will be given prompt, courteous, and professional attention. Visitors will be greeted and/or assisted in the same manner. Employees in this position will ensure that patient information is obtained and accurately updated in the hospital’s electronic medical record (EMR), insurance is verified at every registration and scheduling, and co-pays and payments are collected and accurately posted. Information will be available, so patients can be informed of clinic policies, procedures, services and other information as required or requested. Other duties include providing clerical support and encounter creation needed to complete coding and billing of procedures by providers.

ESSENTIAL JOB FUNCTIONS

• The position requires excellent interpersonal communication skills and the ability to communicate with a multidisciplinary team of professionals across hospital departments to ensure coordinated patient care.


• Schedules surgical procedures for outpatient surgery and the ambulatory surgery center, ensuring seamless coordination, timely communication, and the accurate preparation and delivery of all required consents, authorizations, and supporting documentation.


• Monitors the status of surgical authorizations, proactively identifies pending or denied requests, and coordinates timely follow-up to secure authorization to ensure reimbursement, and maximize utilization of scheduled surgical block time.


• Responsible for obtaining or securing signatures on Conditions of Admission, Patient Portal Authorizations and any other documents with same signature requirements.


• Maintains a good working relationship both within the department and with other departments.


• Track and report key performance indicators (KPIs), such as:
  
  
  • Schedule utilization and access to care
  
  
  • Days to appointment
  
  
  • Referral sourcing
  
  
  


• Periodic coverage and backup of the audiology coordinator through coordination of coverage and scheduling adjustments to maintain continuity of clinic services.


• Monitor and report the current status of front office operations to the clinic leader.


• Schedule patient appointments in person, via telephone or secure messaging, following clinic protocols and provider availability.


• Answer incoming calls promptly and professionally, routing or taking messages as appropriate.


• Collect and post co-pays and payments at time of service.


• Obtain, verify, and update patient demographic and insurance information at each registration.


• Maintain and update master appointment scheduling systems, ensuring additions and cancellations are communicated to the team.


• Support the implementation and ongoing optimization of the electronic medical records (EMR) system.


• Ensure all required documentation (insurance cards, consent forms, medical releases) is obtained, scanned, and filed in the EMR.


• Coordinate with Clinic Lead and distribute weekly staffing assignments based on clinic staff schedules.


• Communicate patient-related scheduling concerns with providers and clinical staff.


• Draft and disseminate correspondence as needed.


• Greet and assist patients and visitors in a courteous and professional manner.


• Direct visitors appropriately and screen solicitors according to clinic policies.


• Request, receive, and send medical records per clinic protocols.


• Maintain organized office files and support administrative systems.


• Assist with general office cleanliness, including assigned daily cleaning responsibilities.


• Provide clerical support for billing and coding processes as needed.

POSITION QUALIFICATIONS — Education, Experience & Licensure

• High school diploma, general equivalency diploma (GED) or equivalent work experience, required.


• Medical terminology preferred but not required.

Additional Skills

• Ability to effectively communicate in English, both reading and writing.


• Multi-line telephone knowledge.


• Computer knowledge.


• Ability to operate designated equipment as specified, including computer keyboarding.


• Basic clerical training, including basic filing procedures (both numerically and alphabetically).


• Ability to work under pressure with time constraints.


• Basic knowledge of medical record content and sequence.


• Ability to function independently with minimal direction.

Specific demands not listed: Possible exposure to blood and or body fluids / infectious disease / hazardous waste requiring the use of Personal Protective Equipment. Exposure to odorous chemicals / specimens and Latex products. Pre-employment drug and alcohol screening is required.

Sheridan Memorial Hospital is an equal opportunity/Affirmative Action employer and gives consideration for employment to qualified applicants without regard to race, color, religion, age, sex, national origin, disability or protected veteran status. If you would like more information about your EEO rights as an applicant under the law, please click here.