Administrative Coordinator-Department of Psychiatry

Job Description The Administrative Coordinator is responsible for administrative and office service activities such as purchasing, payroll, records control and human resources for the head of a department, care center or division. This individual is expected to oversee 1-2 administrative direct reports, and typically reports to a division head, vice president or higher‑level executive. Responsibilities Daily Operations Oversight – Oversee and coordinate daily administrative activities to ensure smooth clinic operations. Monitor scheduling of new patient appointments and follow‑up visits to ensure patient flow is efficient and aligned with provider schedules. Address and resolve scheduling conflicts or operational issues in real time. Insurance Verification & Patient Registration – Review insurance verification processes for new and returning patients, monitor accurate entry of patient demographics and insurance information, and ensure compliance with payer guidelines and internal billing protocols. Supervision of Administrative Staff – Supervise front desk, scheduling, and administrative support staff, assign daily tasks, monitor performance, provide ongoing coaching and feedback, conduct performance evaluations, address employee concerns and escalate issues when appropriate. Billing Oversight – Oversee front‑end billing processes to ensure accurate insurance plan selection and billing setup, review billing reports to identify errors, denials, and trends, coordinate with the billing department or external billing vendor to resolve discrepancies, monitor copay, deductible, and balance collection at the time of service, monitor accounts receivable reports and support efforts to reduce aging balances, support denial management and corrective action processes, respond to patient and third‑party inquiries, resolve billing issues, review and clear claim edits daily, perform claim follow‑up, payment posting support, and resolve billing discrepancies, and may process refunds for supervisory approval. Staffing & Coverage Management – Monitor daily staff attendance, callouts, and time‑off requests, coordinate staff coverage to ensure uninterrupted operations, adjust schedules as needed to maintain adequate front‑office support, and maintain and update staff schedules. Meetings & Communication – Participate in departmental and administrative meetings, provide updates on front‑end metrics, staffing concerns, and workflow improvements, communicate policy updates and procedural changes to staff, and serve as liaison between providers, clinical staff, and administrative team. Training & Orientation – Coordinate onboarding and orientation of new administrative staff, train staff on scheduling systems, insurance verification processes, and office protocols, develop and maintain training materials and reference guides, and ensure cross‑training for operational continuity. Quality & Compliance – Monitor adherence to HIPAA and organizational policies, review front‑end processes to ensure accuracy and compliance, identify workflow inefficiencies and implement process improvements, and track key performance indicators such as appointment fill rates, no‑shows, and call response times. Customer Service & Issue Resolution – Handle escalated patient concerns and complaints, ensure high standards of customer service, and support patient satisfaction initiatives. Reporting & Documentation – Generate and review daily, weekly, and monthly EPIC operational reports, maintain accurate documentation of staffing, scheduling, and training activities, and assist leadership with data collection and performance tracking. Perform other assigned duties as required. Qualifications Bachelor’s degree in business or public administration or related field; master’s preferred. 5+ years’ experience in an administrative or management capacity, with preferred experience in the oversight of multiple areas or department and revenue cycle. Equal Opportunity Employer The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization. Compensation The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,482.07 - $74,250 annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits. #J-18808-Ljbffr Mount Sinai Morningside