Office Support Floating Coordinator

How you move is why we’re here. Get back to what you need and love to do in an innovative, supportive, and inclusive environment. HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report and a recipient of the Magnet Award for Nursing Excellence.

About the role

In this role, you will provide comprehensive administrative and operational support to several HSS physician practices, contributing to an environment of clinical excellence. Responsibilities include answering phone calls, scheduling patient appointments and procedures, obtaining insurance pre-certifications and authorizations, patient check-in/out, copay collection, scanning documents into the EMR, and additional tasks as assigned. You will fill long-term and/or short-term operational gaps in physician offices across all services to ensure a seamless patient experience. Commuting to our NYC offices and two other regional sites is required.

Responsibilities

• Answer phone calls and patient inquiries courteously and efficiently.
• Schedule patient appointments, procedures, and ancillary tests as directed by physicians or office managers.
• Obtain insurance pre-certifications and authorizations for treatments and diagnostic procedures.
• Manage patient check-in/out, including copay collection.
• Scan documents into the EMR and maintain accurate patient records.
• Coordinate surgical dates, enter them into Epic, ensure pre-authorization, and confirm all necessary documentation and pre-testing is complete prior to surgery.
• Manage referrals and obtain insurance authorizations within required timeframes, including urgent cases.
• Collect payments at the time of service, process them accurately, and complete daily batch reconciliations.
• Create, update, and prepare patient charts in advance of appointments or procedures.
• Manage physician calendars, arrange travel, and process travel expense reimbursements as needed.
• Draft correspondence, written communications, and prepare documents as requested.
• Maintain office supply inventory (medications) and order as needed.
• Coordinate with various departments and facilitate communication between physicians, staff, and hospital departments.
• Serve as back-up for Office Manager and Staff Secretary, adapting to cover varied responsibilities.
• Adjust to changing situations, schedules, and work assignments without disruption to patient care or office operations.
• Navigate and use electronic medical records systems (e.g., Epic), scheduling, billing, and Microsoft Office software proficiently.
• Operate phones, scanners, copiers, printers, and other front-desk technology efficiently.
• Manage workload effectively, prioritizing tasks to meet patient and departmental needs.
• Address operational issues in a timely manner and ensure full resolution.

Requirements

• Associate’s degree or 5+ years of physician office experience in lieu of education.
• 2+ years of experience as a Medical Secretary or in a healthcare/medical setting.
• Excellent verbal and written communication skills.
• Strong customer service orientation and ability to follow through with tasks to completion.
• Superior organizational and problem-solving skills.
• Ability to multitask in a fast-paced environment.
• Ability to work collaboratively as part of a team and offer help to coworkers when needed.
• Detail-oriented with the ability to escalate issues appropriately.
• Strong computer skills and knowledge of healthcare and health insurance.
• Experience with Epic preferred; familiarity with medical terminology.
• Ability to continuously stand/walk or lift/handle/carry material or equipment of moderate weight (20 to 50 lbs).

Skills

• Patient Service & Communication: Professional demeanor, empathy, discretion, and respect in all patient interactions.
• Scheduling & Surgical Coordination: Efficient scheduling of visits, follow-ups, post-ops, and ancillary tests.
• Referral & Authorization Management: Timely management of referrals and insurance authorizations.
• Financial Transactions & Billing Support: Accurate payment collection and adherence to billing protocols.
• Administrative & Operational Support: Chart preparation, document scanning, and office supply management.
• Flexibility & Coverage: Adaptability to changing situations and ability to cover varied responsibilities.
• Technical & Systems Proficiency: Proficient use of EMR systems (e.g., Epic) and office technology.
• Workflow Management & Problem Resolution: Effective workload management and timely issue resolution.

Behavioral & Leadership Competencies

• Performance Mindset: Demonstrates critical thinking to identify challenges and recommends solutions.
• Communication: Communicates clearly and professionally, listens actively, and writes respectfully.
• Collaboration: Understands how work connects with others and actively engages in dialogue.
• Empowerment: Shares ideas and volunteers for stretch assignments.
• Engagement: Cares about the HSS mission and demonstrates a desire to learn and grow.
• Adherence to HSS Policies: Respects and holds self and others accountable to HSS policies and code of conduct.

Pay

The base pay scale for this position is $30.77 - $46.84 per hour. The salary of the finalist will be determined based on scope of role, level of experience, education, accomplishments, internal equity, budget, and Fair Market Value evaluation. Additional benefits consistent with the role are also eligible.