Administrative Coordinator III

Opening

Full Time 40 hours Range URG 104 Psychiatry SMH Strong Ties

Schedule

8:30 AM-5 PM

Responsibilities

GENERAL PURPOSE:

Performs complex secretarial and administrative support duties in a fast-paced environment in support of numerous clinicians within the Forensic Assertive Community Treatment (FACT) Team in the Department of Psychiatry. Manages all aspects of patient scheduling, completes the tasks of reception, registration, charge reconciliation process, appointment scheduling, eRecord task management, In Basket management, and Telephone encounter management using the electronic medical record and patient access and revenue cycle systems. Works closely with clinicians to manage patient needs effectively. Is the primary clerical position for the Program. Requires accuracy in order to generate a billable service for the provider. Responsible for functions being completed in an accurate, efficient, and patient-friendly manner. The program coordinator must be comfortable having contact with patients, colleagues and clinicians that come into the office and must be proficient in the use of electronic medical records. Completes functions associated with patient information processing for ambulatory care visits.

Responsible for monitoring own performance on assigned tasks. Self-directed: must make complex decisions. May train new or less experienced support staff.

Fosters and enables a positive work environment by modeling the I CARE values.

RESPONSIBILITIES:

• Responsible for maintaining required logs, paperwork tracking, reports, and audits as required per ACT guidelines and as required by Monroe County Office of Mental Health

• Responsible for obtaining Prior Authorizations, verifying valid treatment plans for services, and updating insurance after verification is complete.

• Responsible for audit and reconciliation of operational reports as required, including petty cash logs, Summary of Expenses, fleet utilization logs, and related departmental logs.

• Collaboration with the university garage and ensuring maintenance is up to date which includes transporting of vehicles to the designated areas. Communicate to administration on repairs needed and any other urgent requests.

• Providing direct support to the patients and clinicians on the team, including medical providers, therapists, and nursing. Support includes meeting emergency needs such as food, supplies, scheduling, and relaying urgent patient information.

• Bridging communication between the clinic and community, including the justice system.

Manage office operations

• Manage Intake SPOA referrals, including patient review, financial verification and clinician communication.

Clinic Inventory

• Manage team safe- petty cash, gift card, bus passes

• Monthly and as needed bus pass ordering

• Staples

• Office and group supplies

• Medline

• All nursing medical supplies

• WB Mason

• Amazon Business - office, group and patient supplies

• Patient clothing closet

• Food and nutrition

Front End Operations

• Provides front-end support across multiple programs. Maintains expert knowledge of systems and databases within eRecord and other external applications by attending meetings/training and acting as the subject matter expert (SME)

• Patient registration, check-in, check-out, DAR management

• Picking up/delivering mail, scanning patient documents, supporting day-to- day front desk operations

• Managing incoming calls for multiple programs

• Serves as primary contact for clinicians. Manages clinicians' calendars and EMR schedules, builds templates, and prioritizes appointments and meetings based on clinician preferences. Chooses and recommends among competing demands.

• Creates routine and non-routine correspondence.

Scheduling

• Schedule new patient and f/u appointments

• Schedule Critical Incident Responses for EAP

• Schedule Wellness Workshops for EAP

• Create and manage provider master schedules.

Other duties as assigned

QUALIFICATIONS:

• High School Diploma required.

• 3 years of related work experience in an administrative office or customer service field or an equivalent combination of education and experience required.

• Previous supervisory experience preferred.

• Must possess a valid NYS driver's license in good standing required.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University's mission to Learn, Discover, Heal, Create - and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $18.65 - $26.11 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.