Office Coordinator I - Occupational Health

Req ID: 22149

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

The Clinic Coordinator is responsible for various administrative functions within the department. This includes primary management of the daily OH schedule, greeting and processing all clients entering the clinic, management of the OH voicemail box, and timely communication with HR staff regarding new hire clearance status. This position requires excellent communication skills and the ability to prioritize work in a very busy environment.                                                                                                                                                             .


Job Responsibilities

1.  Ensures the efficient functioning and client flow of clinic/office.

  • Promptly greets and checks in clients, determines reason for visit, assures appropriate EMR surveys are completed, resolves problems, and determines appropriate next step
  • Notifies provider when client is ready for appointment. Communicates with nursing staff to ensure each client is seen as promptly as possible.
  • Checks OH voicemail and fax and responds to message or routes to appropriate provider within one business day
  • Communicates new hire clearance status by updating Success Factor and responding to HR email inquiries. Keeps track of new resident/fellow clearance status utilizing spreadsheet.
  • Huddles daily with providers to plan daily work and troubleshoot identified challenges

Job Responsibilities (Continued)

2. Creates,  manages and maintains clinic schedule for nursing providers

  • Responsible for scheduling appointments accurately: determines type of visit, complexity, and EMR survey requirements. Sends appropriate client email instructions specific to their visit type.
  • Responsible for accurate Outlook calendar: each appointment entry should include reason for visit, client contact information and NEO date and job title when applicable
  • Balances appointment schedule throughout week based on staffing. Independently makes adjustments as needed to assure optimal customer service can be provided.
  • Triages injury and illness walk-in clients. Promptly notifies nurse as needed.   
  • Checks for completion of new hire surveys the business day prior to the scheduled appointment
  • Places reminder call the business day prior to all new hire appointments
  • Places call to all late or “no show” appointments within 15 minutes of the appointment start time. Documents the reason for no show appointments on the Outlook schedule. Reschedules if needed.


    3.  Maintains accurate and timely records in the Occupational Health EMR

  • Records immunization, titer, tuberculosis testing, and diagnostics in EMR daily.
  • Contacts employee and schedules visit to resolve any outstanding medical requirements based on titer or lab results  
  • Demonstrates competency required to read negative TSTs (tuberculin skin tests) for clients at time of walk-in. Refers all non-negative TST’s to OH nurse
  • Reviews Quest lab results and posts to EMR daily. Troubleshoots records that don’t match. Refers positive Quest lab results to an OH nurse.

Job Responsibilities (Continued)

4.  Administrative Work

  • Creates PO for invoices and blanket accounts
  • Orders office and medical supplies via Coupa.
  • Submits travel and expense reimbursement for OH staff

Required Licenses, Certifications, Registrations


Required Education and Experience

HS School Graduate. Associate degree preferred,

Preferred Education, Experience & Cert/Lic

Experience in a Healthcare setting preferred with minimum of 3-5 years of medical administrative support experience.

Additional Technical Requirements

  • ·Proficient in use of Microsoft Word and Excel

  • Knowledge of EMR systems preferred.
  • ·Excellent communications skills. 

  • Ability to problem solve, prioritize work and adjust work plans to meet client needs
  • Knowledge of basic medical terminology


All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer).

Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

Phone: 866-820-9288