Administrative Coordinator-Department of Psychiatry

Responsibilities

• Oversight and coordination of daily administrative activities
• Monitor scheduling of new patient appointments and follow-up visits
• Affirm patient flow efficiency and alignment with provider schedules
• Resolve scheduling conflicts or operational issues in real time
• Insurance Verification & Patient Registration
• Review insurance verification processes for new and returning patients
• Maintain accurate entry of patient demographics and insurance information
• Ensure compliance with payer guidelines and internal billing protocols
• Supervision of Administrative Staff
• Schedule and assign daily tasks to front desk, scheduling, and administrative support staff
• Monitor performance and provide ongoing coaching and feedback
• Conduct performance evaluations in collaboration with management
• Address employee concerns and escalate issues when appropriate
• Billing Oversight
• Oversee front-end billing processes
• Review billing reports to identify errors, denials, and trends
• Coordinate with the billing department or external billing vendor to resolve discrepancies
• Monitor copay, deductible, and balance collection at the time of service
• Monitor accounts receivable reports and support efforts to reduce aging balances
• Support denial management and corrective action processes
• Respond to patient and third-party inquiries; research and resolve simple to moderately complex billing issues, correcting errors and escalating complex issues to a supervisor
• Perform billing functions including claim follow-up, payment posting support, and resolution of billing discrepancies; may process refunds for supervisory approval
• Meetings & Communication
• Participate in departmental and administrative meetings
• Provide updates on front-end metrics, staffing concerns, and workflow improvements
• Communicate policy updates and procedural changes to staff
• Serve as liaison between providers, clinical staff, and administrative team
• Staffing & Coverage Management
• Monitor daily staff attendance, callouts, and time-off requests
• Coordinate staff coverage to ensure uninterrupted operations
• Adjust schedules as needed to maintain adequate front-office support
• Manage and update staff schedules
• Quality & Compliance
• Maintain adherence to HIPAA and organizational policies
• Review front-end processes to ensure accuracy and compliance
• Identify workflow inefficiencies and implement process improvements
• Track key performance indicators (KPIs) such as appointment fill rates, no-shows, and call response times
• Customer Service & Issue Resolution
• Handle escalated patient concerns and complaints
• Ensure high standards of customer service are maintained
• Support patient satisfaction initiatives
• Reporting & Documentation
• Generate and review daily, weekly, and monthly EPIC operational reports
• Maintain accurate documentation of staffing, scheduling, and training activities
• Aid leadership with data collection and performance tracking

Qualifications

• Bachelor’s degree in business or public administration or related field
• Masters preferred
• 5+ years’ experience in an administrative or management capacity
• Preferred experience in the oversight of multiple areas or departments and revenue cycle