Audiology Administrator

Rochester Hearing and Speech•Rochester, NY

just now•$19 - $20•Onsite

About The Position

The Audiology Administrator supports the daily operations of the Audiology Department by coordinating patient scheduling with reception, documentation of task completions when patient specific, communication, and compliance processes. This role serves as a central administrative resource for audiologists, and external partners – ensuring the smooth delivery of clinical services and exceptional patient experience across all RHSC locations.

Requirements

High School diploma or GED required; Associate’s degree in healthcare administration, business, or related field preferred
Prior experience in a healthcare, audiology, or medical office setting strongly preferred
Knowledge of hearing aid technology, audiology services, or medical device dispensing a plus
Strong organizational, multitasking, and communication skills
Proficiency with Microsoft Office Suite and EMR systems
Attention to detail and ability to maintain accurate records

Responsibilities

Serve as the primary point of contact for auditory processing evaluation scheduling, coordinating with reception in the event of reschedules if equipment is not in by appointment time, and coordination across RHSC campuses.
Maintain own electronic medical records (EMR) and ensure documentation accuracy and timeliness.
Coordinate inventory and supplies related to hearing aids, accessories, and audiologic testing materials through Oaktree and manufacturer, and confirm receipt and distribution.
Support outreach and community events by organizing logistics, materials, and follow-up communications. Helping with various mailers/promotions.
Maintain confidentiality and uphold HIPAA and RHSC privacy standards in all interactions.
Project assignment to support the audiology department, to be completed within a reasonable timeline.
Process invoices, confirm correct billing, and submit for rebill if necessary for any and all items billed.
Refilling and cleaning clinical supplies in patient rooms.
Lab Maintenance.
APD scheduling: Locating referrals, registering in EMR system, sending patient paperwork, scheduling series of appointments and rescheduling if needed, collecting deposits; scanning documents optional.
Managing paperwork and mailings for hearing aid orders, repairs, earmolds, loss/damages, return for credits, and patient accessories and supplies that are patient specific in a timely manner.
Charging hearing aid devices and confirming all hearing aid devices are in stock, repaired, or available for pickup for next day appointments.
Monthly hearing aid inventory for Elmwood and Greece locations.
Maintaining updated Medicaid and manufacturer price lists.
Updating hearing aid software on computers.
Communication with billing and reception departments related to orders, proper coding, schedule changes, and patient needs.
Extraneous tasks from the typical events (i.e., software upgrade issues, equipment malfunction, billing issues/confusion).
Creating cheat sheets for reference as needed.
Coordination of manufacturer trainings.
Coordination of annual calibrations.
Request and confirm receipt of medical clearances as requested by providers.
This position will be required to work as a backup medical receptionist in the case of staffing challenges. The Audiology Administrator is expected to answer phones, check patients in and out, schedule follow ups, and collect payments. Any daily tasks such as insurance checks, reminder calls, printing Super Bills, and any mailings are to be done by the remaining reception team to allow for Audiology Administrator to continue with his/her own daily tasks.