Office Coordinator - Hospital for Special Care

Outpatient Services

We are dedicated to creating an environment of care and engagement that makes us one of the most desirable places to work, providing exceptional care to each patient each and every day!

REQUIRED: Associates degree, or equivalent experience.

REQUIRED: 2-3 years administrative experience in an office or hospital setting.

REQUIRED: Excellent computer knowledge/skills including mainframe experience (Microsoft Office, Word, PowerPoint, Excel).

REQUIRED: Ability to work independently, prioritize work, and multi task.

REQUIRED: Excellent organization and communication skills.

REQUIRED: Ability to improve quality and productivity by identifying improvement opportunities.

PREFERRED: Medical and psychological terminology knowledge.

PREFERRED: Knowledge of billing and coding.

This position is responsible for the managing the daily operations of the clinic and administrative functions that support the daily operations. Serves as a primary resource to administrative staff on matters including but not limited to: patient flow, office customer service (internal and external), insurance andbilling/coding. Assists with coordinating lectures,maintaining clinician schedules and educational sessions .

Position necessitates sitting/working at a desk and those functions associated with administrative tasks (i.e. reaching, bending to access drawers, records, shelves). Job involves carrying of documents, medical records, books, chairs or small office equipment. Fine manipulation is required as related to writing, typing and computer usage.

Position requires movement relating to walking and standing, and fine and gross manipulation as related to these activities. May occasionally require pushing, pulling, and/or lifting up to 20 pounds. Frequent bending, occasional squatting, kneeling, reaching above shoulders, forward reaching, twisting and good balance.

Position requires functional use of both upper/lower extremities and audio and visual perception skills are necessary.

This position requires independent problem identification, problem resolution, abstract reasoning and adaptability to foreign environments and information and quick decision-making. A high degree of selective attention, discernment, perception and/or concentration are also necessary.

High degree of writing proficiency including attention to detail, adherence to all elements of style and ability to postulate.

High level of communication skills including expression of abstract/complex ideas, use of negotiation and active listening and ability to dialogue with multiple parties.

Requires an ability to comprehend abstractions and to make inferences. A working knowledge and familiarity with professional (e.g. medical/psychological) terms and definitions is required.

Requires basic addition, subtraction, multiplication and division. Draw and interpret bar graphs, and basic arithmetic operations involving American monetary units.

Ability to work with independently as well as with others is essential. Ability to verbally communicate clearly and with sensitivity to confidentiality and HIPAA regulations with patients/patient family members, staff, and referral sources. Ability to respond sensitively to patient emergencies, ensuring that all patients are directed to or seen by appropriate personnel immediately. There may be infrequent exposure to body fluids and/or blood borne pathogens.

Responsible for all initial patient contact & referral intake information & processing, including continued communication & interaction with referral sources, hospitals and outside agencies.

Coordinates calendars/schedules as needed for clinicians and staff, assuring that appointments are scheduled appropriately.

Communicate operational issues to immediate supervisor or Practice Operations Manager, including adhering to departmental complaint procedures.

Organize requests for seminar attendance and make arrangements (as necessary) for seminar registrations, travel arrangements, hotel accommodations, transportation, reimbursement for expenses, and coordination of CEU credits.

Prepares confidential letters, memos, patient reports, etc. within established deadlines.

Create and organize in-house presentations (ie. preparing presentations w/various media, conference room reservations, room set up and food requisitions.)

Assist with program marketing.

Maintain business, statistical and outcome data.

Maintain personnel payroll and timekeeping for department staff and others as needed

Provides and facilitates in orientation of staff, students and providers to job roles, departmental policies and general HSC protocols.

Provides back up coverage for other office staff as requested.

Attends all relevant staff and committee meetings.

Performs all other duties as assigned.