Back Office Coordinator - Wilmington, OH

TriHealth Physician Practice | Clinton Regional Hospital

In this role, the Back Office Coordinator provides clinical leadership and support to Medical Assistants and back‑office staff to ensure efficient workflows, continuity of care, and a high‑quality patient experience. The position partners closely with providers and practice teams while maintaining compliance with clinical, regulatory, and safety standards.

Team members enjoy a stable, family‑friendly schedule—full time, day shift, Monday–Friday, with no weekends or holidays—in a supportive, team‑oriented environment that values professionalism, collaboration, and compassion.

Located in Wilmington, Ohio, TriHealth Clinton Regional Hospital offers small‑town charm with convenient access to Cincinnati, Dayton, and Columbus.

Serve your community. Grow your skills. Build your future with TriHealth.

Location: 630 W Main St., Wilmington, OH 45177

Work Hours:

• Full time, 80 hours biweekly
• Day shift
• Monday - Friday
• No weekends or holidays commitment

Incentives & Benefits:

We offer competitive shift differentials, opportunities for professional growth, and a comprehensive benefits package that may include medical, dental, vision, paid time off, retirement savings plans, and tuition reimbursement. For more information, please visit our benefits page: https://careers.trihealth.com/what-we-offer/benefits

Minimum Job Requirements:

• High School Diploma or GED (Required)
• 1 - 2 years’ of Clinical experience in Healthcare as a Medical Assistant (Required)
• Basic Life Support (BLS) Required
• Pharmacology, working knowledge of OSHA Guidelines and Managed Care plans, CLIA (Lab) processes and procedure
  

Preferred Qualifications:

• Experience functioning as a team lead in a physician office or surgical practice
• Experience with surgical procedures, sterile tray preparation, supply ordering, and surgery scheduling
• Certified Medical Assistant (CMA) or Licensed Practical Nurse (LPN) preferred
• Strong healthcare background supporting procedural workflows

Job Overview:

This position will provide leadership in the clinical area involving medical assistants and/or back office staff to enhance efficiency and continuity of delivery of patient care; work cooperatively with the team concept demonstrating flexibility, motivation and commitment to quality patient care.

This position will function as a team lead for a three‑physician surgery office practice, supporting clinical procedures, sterile tray preparation, supply ordering, and surgery scheduling. The role requires strong clinical experience in a surgical or procedural healthcare setting and the ability to support office operations collaboratively.

Job Responsibilities:

• Accurately documents all care rendered to a patient and all actions taken on behalf of a patient in the patient’s
• Assists with billing/invoicing, member enrollment, payroll deductions and annual budgeting.
• Assures a steady and constant patient flow from the reception room to the exam room. Provides leadership of day to day clinical staff including M.A.'s and other back office staff. Communicates with front office staff in triaging phone calls for urgent or emergent care.
• Maintains closet, stock, exam rooms, immunizations and meets JCAHO standards. Orients or trains all clinical staff upon hire and performs annual competency check sheet in conjunction with physicians. Identifies technical and education needs of the staff and devises a performance
• Assures that the patient's right to privacy, dignity and respect. Coordinates clinical practices and processes including annual flu clinics (administration process and documentation of all vaccines); updating all TriHealth Clinical Manuals; maintaining accurate laboratory logs in accordance with CLIA regulations; inventorying medications, injectables, and back office medical supplies, placing orders and verifying accuracy upon delivery.
• Oversees and appropriately triages patient calls and assures the proper disposition of calls to meet the patient needs. Oversees the pharmacy line and the nurse line. Makes sure that all messages are found for the day. Notifies physician with emergency complaints and demonstrates competency in clinical care protocols, including 911 and HIPAA. Notifies manager of any unusual incidents regarding patients or employees.
• Oversees and demonstrates proficiency in assisting with medical procedures on adults and children. Maintains annual competencies. Records vital signs, weight, height, head circumference if applicable, checks medicines on each visit, and notes PAP, Mammogram, and PSA and Rectal at each visit. Updates Flow Sheets (diabetic flow sheet and Coumadin) as applicable at each visit. Checks the patients DOB at each visit. Obtains a complete reason for patient visit. Assures that other medical assistants maintain their certifications.
• Oversees and maintains the safety and cleanliness of the treatment area and laboratory. Demonstrates knowledge of the principles of clean and sterile procedures in the use of medical equipment. Follows JCAHO standards such as removal of expired items. Skillfully and accurately administers pediatric and adult medications / immunizations. Ensures that others are familiar and compliant with JCAHO.
  

Working Conditions:
Bending -
Climbing - Rarely
Concentrating -
Continuous Learning -
Hearing: Conversation - Consistently
Hearing: Other Sounds - Frequently
Interpersonal Communication -
Kneeling - Occasionally
Lifting <10 Lbs. -
Lifting 50+ Lbs. - Rarely
Lifting <50 Lbs. - Occasionally
Pulling - Rarely
Pushing - Occasionally
Reaching - Rarely
Reading -
Sitting - Consistently
Standing - Rarely
Stooping - Occasionally
Talking - Consistently
Thinking/Reasoning -
Use of Hands - Consistently
Color Vision - Occasionally
Visual Acuity: Far - Frequently
Visual Acuity: Near - Consistently
Walking - Frequently

TriHealth SERVE Standards and ALWAYS Behaviors

At TriHealth, we believe there is no responsibility more important than to SERVE our patients, our communities, and our fellow team members. To achieve our vision and mission, ALL TriHealth team members are expected to demonstrate and live the following:

Serve: ALWAYS...
• Welcome everyone by making eye contact, greeting with a smile, and saying "hello"
• Acknowledge when patients/guests are lost and escort them to their destination or find someone who can assist
• Refrain from using cell phones for personal reasons in public spaces or patient care areas

Excel: ALWAYS...
• Recognize and take personal responsibility to address and recover from service breakdowns when a customer's expectations have not been met
• Offer patients and guests priority when waiting (lines, elevators)
• Work on improving quality, safety, and service

Respect: ALWAYS...
• Respect cultural and spiritual differences and honor individual preferences.
• Respect everyone's opinion and contribution, regardless of title/role.
• Speak positively about my team members and other departments in front of patients and guests.

Value: ALWAYS...
• Value the time of others by striving to be on time, prepared and actively participating.
• Pick up trash, ensuring the physical environment is clean and safe.
• Be a good steward of our resources, using supplies and equipment efficiently and effectively, and will look for ways to avoid waste.

Engage: ALWAYS...
• Acknowledge wins and frequently thank team members and others for contributions.
• Show courtesy and compassion with customers, team members and the community

Job keywords:

Certified Medical Assistant (CMA), Chiropractor Assistant, Clinical Medical Assistant, Doctor's Assistant, Health Assistant, Ophthalmic Assistant, Ophthalmological Assistant, Optometric Assistant, Outpatient Surgery Assistant, Registered Medical Assistant (RMA), Charge Nurse, Clinic Licensed Practical Nurse (Clinic LPN), Clinic Nurse, Home Health Licensed Practical Nurse (Home Health LPN), Licensed Vocational Nurse (LVN), Office Nurse, Pediatric LPN (Pediatric Licensed Practical Nurse), Private Duty Nurse, Radiation Oncology Nurse, Triage LPN (Triage Licensed Practical Nurse)