Office Administrator

Office Operations Coordinator

Coordinate office operations and procedures to ensure efficiency and quality. Develop and implement office flow policies and procedures. Revise procedures and evaluate production to maintain a smooth operation and constant work flow throughout the practice, always seeking ways to do this more efficiently and cost-effectively. Organize and assign duties to employees relating to time and attendance, billing process within the division, transcription and typing, medical records, appointment scheduling, answering the telephone, assisting the physicians in the office, housekeeping and maintenance. Orient and train employees; collaborate in developing training materials. Monitor performance of non-clinical practice personnel to ensure that assigned duties are completed in a timely fashion consistent with hospital standards of accuracy and patient care. Prepare and maintain time sheets; schedule employee time off according to hospital policy and current needs; procure coverage for absent employees as appropriate. Prepare all division vouchers for approval. Assure protection of patient files and protected patient information. Maintain inventory of all supplies needed and troubleshoot equipment issues and report faulty/missing equipment upon discovery. Organize and assign duties to employees relating to scheduling, bookkeeping, correspondence, patient registration, records payment and billing. Manage patient appointment and physician meeting schedules. Transcribe letters and manage correspondence. Answer phones; collect, open, prepare and distribute incoming and outgoing mail, faxes and email. Check out departing patients and make any necessary follow up appointments, scheduling appropriate tests and procedures; make referral appointments. Handle patient complaints and follow up with billing and registration departments to ensure patient satisfaction. Act as liaison to various patient service departments including but not limited to cardiology, radiology, in-patient units and lab. Report all necessary information and/or unusual occurrences in accordance with documented policy and procedure. Participate in Quality Assurance activities. Participate in the implementation of changes based on QA or nationally recognized recommendations. Be responsible for projecting a professional image and behavior when interacting with patients and personnel. Demonstrate a professional level of tact, courtesy, respect, empathy and enthusiasm on an on-going basis when dealing with patients and fellow employees. Use constructive criticism to the best of his/her ability to improve job performance as requested. Actively participate in group and person to person discussions on departmental issues. Serves as a superuser for computer applications. Must be versed and able to train new employees and familiar with systems to assist physicians and nursing staff on use and troubleshooting. Provide the department with general administrative support. Prepare correspondence and reports with high level of attention to established grammar, spelling accuracy and professional layout. File and maintain records for the Department. Assist in the preparation and maintenance of division statistics. Review all billing process and create policies and procedures for the center related to patients accounts. Develop and maintain a system for NJ State Perform Care, track and maintain statistics. 5% Work with the Business Office to create a system of reconciliation for charges & payments across all For Keeps accounts. Review with staff the therapeutic hold summaries with corrections for finalization and faxing Athena. Maintain database/statistics related to therapeutics holds. Demonstrate and maintain proficiency in the Handle With Care behavior management system.