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