Administrative Office Specialist

How you move is why we're here. ®
Now more than ever.

Get back to what you need and love to do.
The possibilities are endless...


Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success.


If this describes you then let's talk!


HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Emp Status
Regular Full time

Work Shift
Day (United States of America)

What you will be doing

• Triages phone calls and patient inquiries, in a professional and efficient manner. Retrieves messages frequently from EPIC in baskets and Microsoft teams and returns messages by the end of business day.


• Promotes a professional atmosphere through courteous communication, cooperation, and respect for patients, visitors, and members of the healthcare team

• Observes and respects the privacy and confidentiality of information in accordance with HIPAA policies and procedures

• Collaborates with peers, physicians, and other members of the team as appropriate

• Drafts correspondence and other written materials and communications as requested

• Sends a welcome letter to all new patients to inform them of expectations regarding their experience at HSS West Palm and/or Wellington

• Makes sure all perfect serve messages are checked for providers at the beginning of every shift and all office emails are appropriately triaged and answered by the end of every business day

• Checks all right fax for providers, delivering to providers and clinical staff when signatures are needed to return the plans of care to the appropriate facility but the end of every business day

• Checks to make sure all patients have the MYHSS activated, and the appropriate measures are taken to ensure all virtual visit questions are answered before their appointment times

• Verifies and updates patient/insurance information and obtains insurance authorizations as appropriate

• Reports for duty punctually and attends all staff and department meetings with camera on if virtual

• Maintains satisfactory attendance record

• Manages time appropriately to meet patient, department, and Hospital needs

• Supports the department goals and objectives

• Scans documents into the electronic medical records following hospital scanning guidelines

• Promotes teamwork through cooperation

• Provides telephone encounters for all calls with patients in a detailed and comprehensive manner

• Passes all telephone audits quarterly

• Escalates calls or patient issues to office manager in as needed and when appropriate

• Seeks to help other departments when appropriate and communicates with other teams in a professional and helpful manner

Job Qualifications

Education Required - High School Diploma

Education Preferred - Bachelor's Degree

Certifications Required - N/A

Minimum Years of Experience - 1-3 in Healthcare/Medical - Medical Secretary

Skills Required

Excellent verbal and written communication skills, strong customer service orientation

Strong organizational and problem-solving skills

Ability to multi-task in a fast-paced environment

Skills Preferred

Experience with Epic

Familiarity with medical terminology

Knowledge of healthcare and health insurance

Non-Discrimination Policy
Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.