Administrative Medical Coordinator

SB Clinical Practice Management Plan•Stony Brook, NY

About The Position

The Administrative Medical Coordinator supports a Pediatric Subspecialty Division and its entire team, including the division chief, attending physicians, nurse practitioners, and fellows. The role also serves as care coordinator for the divisional team and liaison within the department. It requires a commitment to excellence, continued development of knowledge and skills, and quality patient-focused service. The coordinator provides administrative and clinical support, handles patient and family communications, coordinates care and scheduling, supports insurance authorization and appeals, and maintains documentation in the electronic medical record. The position also assists with divisional marketing communications, events, quality assurance, and business planning initiatives as directed. The role is based in Stony Brook, New York, and is scheduled full time, Monday through Friday, 8:30 AM to 5:00 PM.

Requirements

High school diploma or equivalent.
Three years of administrative experience.
Prior authorization experience.
Patient coordination experience, including scheduling procedures and other services.

Nice To Haves

Associate’s degree.
Knowledge of population and public health principles, including quantitative data management and program evaluation.
Demonstrated expertise in managing Outlook calendars.
Experience managing high call volume.
Electronic medical record experience and excellent computer skills.
Spanish language proficiency.

Responsibilities

Provide administrative and clinical support to physicians, nurse practitioners, fellows, and support staff.
Coordinate divisional needs and serve as a liaison within the department.
Facilitate medication refills and prescription renewals.
Respond to school nurse requests for forms and documentation.
Coordinate with outside home care agencies on medication and equipment orders.
Process medical equipment requests and paperwork.
Work with providers and keep them informed about patient insurance issues; notify the Practice Manager or Office Manager of relevant insurance issues or updates.
Follow up with patients’ primary care physicians to exchange consultation notes and progress records.
Ensure documents, records, test results, and lab results are appropriately documented and maintained in the electronic medical record when needed.
Ensure quality assurance requirements are met.
Coordinate and implement marketing communication projects.
Organize and assist with division and department special events.
Assist with business planning initiatives as directed.
Answer telephones, direct and respond to callers, relay messages, and provide customer service to patients and families.
Obtain insurance pre-authorizations and referrals from managed care plans for required services, procedures, diagnostic tests, and medications.
Work with insurance companies on denials and appeals concerning medications, supplies, procedures, and testing.
Schedule procedures, testing, biopsies, injections, and infusions, and coordinate patients for procedures and testing.
Prepare patients for appointments by advising patients and families what to bring and answering questions to facilitate care.
Direct patients to the appropriate setting and facilitate patient flow.
Identify scheduling opportunities, ensure proper scheduling and utilization of patient slots, and optimize administrative care coordination.
Maintain waiting lists and work toward productively building the practice.
Perform other duties as assigned by management.