Office Coordinator

Office Coordinator

Cayuga Health System began by joining two longstanding, independent hospitals into a cohesive health-care network providing seamless, comprehensive, community centered care for the residents of central New York. With the recent affiliation of Arnot Health and the establishment of Xtensys, an organization focused on the integration and strategic operations of this expanding health system, we are poised to become the premier care organization across New York.

Under the direction of the Practice Manager, the Office Coordinator is responsible for the administrative function of daily operations of the tertiary partnership clinic. This role serves as the administrative point of contact for the practice, collaborating with various departments and facilitating effective communication and operations. Additionally, the Office Coordinator plays a vital role in supporting referral growth, coordination, and provider engagement.

Roles and Responsibilities:

• Develop and maintain a patient-centric culture, focusing on patient arrival and follow-up activities.
• Manage front office processes, coordinating scheduling and ensuring accuracy of daily charge input for inpatients and outpatients, including CPT and diagnosis codes.
• Act as the administrative point of contact for the clinic.
• Manage referral intake, coordinate patient appointments, coordinate patient travel (both to the clinic and to tertiary care center as needed) and ensure smooth transitions of care.
• Act as a liaison to referring providers about clinic services, addressing concerns and fostering ongoing collaboration to promote patient referrals and increase clinic volume.
• Use EMR messaging or order modules to obtain referral orders and process in/out-area referrals.
• Collect and fax required documentation to outside facilities.
• Schedule appointments with outside facilities and within Cayuga Health. You will communicate dates, instructions, and procedure requirements to patients.
• Follow up with patients and facilities to confirm appointments and document communication and statuses in EMR.
• Maintain policies and procedures specific to the referral process and ensure their implementation.
• Support practice leadership with accurate and timely reporting of quality metrics, financial and operational efficiencies, and other data as needed.
• Resolve patient complaints and answer questions regarding policies and procedures.
• Assist practice leadership and practice physician(s) with meeting coordination, patient inquiries, hospital commitments, correspondence, and other administrative support as required.
• Maintain and ensure proper supplies for the physical office, ensuring a safe and professional work environment.
• Collect data on quality metrics to report leadership team.
• Partner with IT department to help maintain setup and function of AV equipment within the clinic space.
• Perform other duties as required to provide administrative support to the practice.

Required Skills and Experience:

• Associates degree or equivalent work experience in a related field.
• Minimum of two years of experience in healthcare administration or related field.
• Proficiency in Microsoft Office Suite and other relevant software.

Preferred Skills:

• Bachelor's degree in healthcare administration or related field.
• Experience working in a multi-site healthcare practice.
• Strong organizational and communication skills, both verbal and written.

Physical Requirements:

• Sitting: 70%
• Standing: 30%
• Reaching: 10%
• Lifting: Must be able to lift up to 20 lbs.

Travel Requirements:

Onsite -10% local travel

Cayuga Health System and its affiliates are committed to treating all patients, providers, staff and volunteers equitably and with dignity, ensuring the highest levels of safety, care and respect, and striving to recognize and overcome biases and policies that contribute to disparities in healthcare access, equitable care and positive health outcomes for all.

We are proud to be an Equal Employment Opportunity employer, supporting the growth and health of our employees and community by embracing the rich diversity, needs and circumstances of all peoples and prioritizing opportunities to build a diverse and inclusive workplace. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable protected characteristics.

If you require reasonable accommodation to complete a job application, pre-employment testing, a job interview or to otherwise participate in the hiring process, please contact the Cayuga Health Talent Acquisition team at talentacquisition@cayugahealth.org.

Salary : $39,000 - $52,000