Administrative Medical Coordinator - SB Clinical Practice Management

Administrative Medical Coordinator - Stony Brook Children’s Service, UFPC  

Location: Stony Brook, NY

Schedule: Full Time

Days/Hours: Monday - Friday; 8:30 AM - 5 PM 

Pay: $21.92 - $27.40

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee.  

SUMMARY: The Administrative Medical Coordinator supports a Pediatric Subspecialty Division. The incumbent supports the entire divisional team which includes division chief, attending physicians, nurse practitioners and fellows and serves as care coordinator for the divisional team. The Administrative Medical Coordinator must possess a commitment to excellence in the development of knowledge, skills and quality patient-focused service.  

Job Duties & Essential Functions:

• Provides administrative and clinical support to physicians, nurse practitioners, fellows and support staff. Serves as a divisional coordinator for all divisional needs and is a liaison within department.
  • Facilitates medication refill, prescription renewal needs.
  • Handles requests from school nurses to prepare needed forms and documentation.
  • Works with outside home care agencies to facilitate orders for medication and equipment. Processes paperwork for requests for medical equipment.
  • Works with our providers and keeps them advised and updated regarding patient insurance issues.
  • Follows up with patient’s primary care physicians to exchange consult notes and progress records.
  • Notifies Practice Manager/Office Manager of any particular insurance issues or updates.
  • Ensures all documents, records, test and lab results are appropriately documented and maintained in the electronic medical record when needed.
  • Ensures that quality assurance requirements are met.
  • Coordinates and implements marketing communication projects.
  • Organizes and assists with special events for division and department.
  • Assists in business planning initiatives as directed.
  • Provides direct contact support for their division and the department by answering telephones, directing and responding to callers, relaying messages to appropriate recipients and providing patients and their families with the highest level of customer service.
• Obtains insurance pre-authorizations/referrals from managed care plans for all required services, procedures, diagnostic tests and medications.
  • Works with insurance companies regarding denials and appeals process for denials regarding medications, supplies, procedures, testing.
  • Schedules procedures, testing, biopsies, injections, infusions.  Patient coordination for all procedures and testing.
• Ensures patients are prepared for their appointment by informing the patient and/or their family of items to bring to their appointment and answers all questions in order to smoothly facilitate patient’s care. Helps direct patients to appropriate setting and facilitates patient flow.
• Administrative care coordination optimization by identifying opportunities in scheduling and ensuring proper scheduling and utilization of patient slots. Keeps waiting lists and actively works towards productively building the practice.
• Other duties as assigned by management.

Required Education and Qualifications:

• High school diploma or equivalent
• 3 years administrative experience
• Prior authorizations experience
• Patient coordination including procedural and other service scheduling

 Preferred Education and Qualifications:

• Associate’s Degree 
• Knowledge of population and public health principles including management of quantitative data and program evaluation. 
• Demonstrated expertise in managing Outlook calendars.
• Experience managing high call volume 
• EMR experience, excellent computer skills. 
• Spanish language proficiency 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management. 

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP. 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.