Office Coordinator

Stamford Health • Stamford, CT

5d • Onsite

About The Position

As a Certified Great Place to Work organization, Stamford Health understands what it takes to attract talent to improve our workforce and support our mission. This role provides administrative support to facilitate recurring office/secretarial responsibilities. It involves receiving and screening inquiries via telephone, mail, and from visitors, and establishing appropriate follow-up procedures to ensure efficient and timely responses, promote effective customer service, and maintain efficient office operations. The position also involves scheduling appointments for Medical Oncology and Hematology patients, preparing and finalizing documents, managing patient information, coordinating patient appointments and transportation, ordering supplies, and maintaining waiting room areas. The Office Coordinator will also handle incoming requests from patients, provide administrative support for medical matters, and may be floated to other areas of the Bennett Cancer Center as needed.

Requirements

• High school diploma with one to three years administrative support.
• Computer proficiency and knowledge of medical terminology required.
• Knowledge of Microsoft Excel, Word, Outlook.

Nice To Haves

• Associates degree or higher preferred.
• EPIC experience preferred.
• Oncology or specialty area experience preferred.

Responsibilities

• Provides administrative support to facilitate recurring office/secretarial responsibilities.
• Receives and screens inquiries via the telephone, mail, and from visitors.
• Establishes appropriate follow-up procedures within all areas of responsibilities to ensure efficient and timely responses to requests, and promote effective customer service, and efficient office operations.
• Schedules appointment orders for Medical Oncology and Hematology patients, ensuring smooth clinic flow operations, and customer satisfaction.
• Prepares drafts and finalize memos, correspondence and other written documents and disseminates information as appropriate.
• Files documents and maintains files in order to maintain complete records regarding patients and office operations.
• Receives, reads and routes incoming mail.
• Answers the phone promptly identifying self and Medical Oncology and Hematology office.
• Assists callers and takes clear and concise messages.
• Returns voice messages in a timely manner.
• Provides callers and visitors with appropriate information about services rendered in the department.
• Ensures that all patients and visitors are greeted and acknowledged upon entering, greeting everyone in a friendly and welcoming manner.
• Respects and protects the patient's rights to confidentiality and privacy and discloses information only for professional purposes which are in the patient's best interest with full consideration of their legal rights.
• Displays a positive attitude when interacting with physician's office staff, physicians and fellow employees of the department.
• Gathers patient information, full patient needs, educate patients, where applicable, and document information and interaction in applicable systems.
• Monitors scheduling reports (including no shows, cancelled appts) and work queues, appropriately scheduling patients based on appointment orders.
• Assist with coordinating patient chemotherapy and radiation appointments with close communication with the Radiation Oncology Department and other appropriate departments.
• Schedule new and follow-up clinic appointments and assist in canceling and rescheduling of clinics for providers.
• Sends faxes and delivers faxes to appropriate individual promptly.
• Ensures that Medical Oncology and Hematology patients are aware of the services available to them at the Bennett Cancer Center and will help and guide patients and family members with scheduling such appointments.
• Responsible for coordinating transportation to and from treatment for patients of the Bennett Cancer Center.
• Is able to order supplies, input P.O. requests and route invoices for payment for the department, if needed.
• Maintains waiting room ensuring that reading material and refreshments are available for the patients and visitors.
• Maintains provider and infusion schedule, ensuring.
• Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly.
• Provide quality service and support in a variety of areas which may include, but not limited to scheduling, registration and care coordination.
• Coordinate patient visits within specialty program that requires more complex coordination of care across departments and/or multiple locations, departments, institutions and/or entity lines of service, and multiple systems.
• Answer in-coming call from patients and provide information to patients, as appropriate.
• Routinely check voice mail and return calls to patients.
• Review clinic and infusion schedules, and make adjustments as appropriate.
• Provide administrative support for medical matters on behalf of the providers.
• Send out confirmation and reschedule letters as needed.
• May be floated to other areas of the Bennett Cancer Center as needed.

Benefits

• Competitive salary
• Comprehensive, low-cost health insurance plans (including GLP-1 coverage options) available day one
• Wellness programs
• Paid Time Off accruals
• Tax deferred annuity and (403b) pension plan
• Tuition reimbursement
• Free on-site parking and train station shuttle
• Childcare partnership with Children’s Learning Center

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED