Administrative Coordinator-Department of Psychiatry

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.

1. Daily Operations Oversight Oversee and coordinate daily administrative activities to ensure smooth clinic operations Monitor scheduling of new patient appointments and follow-up visits Ensure patient flow is efficient and aligned with provider schedules Address and resolve scheduling conflicts or operational issues in real time 2. Insurance Verification & Patient Registration Review insurance verification processes for new and returning patients Monitor accurate entry of patient demographics and insurance information Ensure compliance with payer guidelines and internal billing protocols 3. Supervision of Administrative Staff Supervise front desk, scheduling, and administrative support staff Assign daily tasks and ensure appropriate workload distribution Monitor performance and provide ongoing coaching and feedback Conduct performance evaluations in collaboration with management Address employee concerns and escalate issues when appropriate 4. Billing Oversight Oversees front-end billing processes to ensure accurate insurance plan selection and billing setup Reviews billing reports to identify errors, denials, and trends Coordinates with the billing department or external billing vendor to resolve discrepancies Monitors copay, deductible, and balance collection at the time of service Monitors accounts receivable reports and supports efforts to reduce aging balances Supports denial management and corrective action processes Responds to patient and third-party inquiries; researches and resolves simple to moderately complex billing issues, correcting errors and escalating complex issues to a supervisor Reviews and clears claim edits daily; resolves pre- and post-billing edits and resubmits claims for adjudication Performs billing functions including claim follow-up, payment posting support, and resolution of billing discrepancies; may process refunds for supervisory approval Performs other assigned duties as required 5. 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 Maintain and update staff schedules 6. 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 Serve as liaison between providers, clinical staff, and administrative team 7. 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 Ensure cross-training for operational continuity 8. 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 Track key performance indicators (KPIs) such as appointment fill rates, no-shows, and call response times 9. Customer Service & Issue Resolution Handle escalated patient concerns and complaints Ensure high standards of customer service are maintained Support patient satisfaction initiatives 10. Reporting & Documentation Generate and review daily, weekly, and monthly EPIC operational reports Maintain accurate documentation of staffing, scheduling, and training activities Assist leadership with data collection and performance tracking

Bachelor?s degree in business or public administration or related field, Masters preferred 5+ years? experience in an administrative or management capacity, with preferred experience in the oversight of multiple areas or department and revenue cycle , Z59 - Psychiatry Administration - ISM, Icahn School of Medicine