Administrative Coordinator III

Responsibilities

• Shares responsibilities in management of high-volume phone lines, providing a high level of customer service.
• Communicates in a professional manner with patients, families, community providers and others within the university.
• Schedules follow-up appointments for patients of nine clinical services, working to reduce no-shows and maximize use of clinician time.
• Refers callers to the appropriate resources as needed, and responds to request for program information and other situations as required.
• Gathers information needed for effective management of complex patient population.
• Updates demographic and insurance information for new and existing patients.
• Documents calls on patient/family concerns and enters into the electronic medical record.
• Takes detailed information for prescription refill requests & checks NYS database as necessary.
• Assigns tasks to appropriate providers for care management.
• Inputs patient information into the electronic medical record; scans documents into the appropriate folders in a timely manner.
• Continuously monitors documents needed by families and requests copies as needed.
• Takes primary responsibility for accepting referrals for the PD (physical disabilities) clinic.
• Schedules all initial and follow-up appointments for OT, PT, neurosurgery, BOTOX and others.
• Keeps efficient record systems and informs families of any changes well in advance.
• Works collaborating with the lead MD and NP on PD clinic.
• Affords assistance in verifying and updating insurance information and referrals; makes referrals to other departments as needed; assists in trouble-shooting insurance issues.
• Other duties as assigned.

Requirements

• High School diploma or equivalent and 2 years of relevant experience required.
• Or equivalent combination of education and experience.
• Experience in a medical office environment and extensive use of electronic scheduling and medical record systems preferred.

Qualifications

• The individual must possess well-developed communication skills, including excellent spelling and grammar.
• Requires ability to communicate effectively with research subjects, families and research collaborators; preferred.