Audiology Administrator at Hearing and Speech Center of Rochester Inc – Rochester, New York

Position Title: Audiology Administrator
Reports to: Director of Audiology
Location: Rochester Hearing & Speech Center
Schedule: Full-Time
Status: Non-Exempt / Hourly
Pay Range: $19 to $20 per hour (good faith estimate in compliance with NYS Pay Transparency Law; final offer based on experience and credentials)

Job Summary

The Audiology Administrator supports the daily operations of the Audiology Department by coordinating patient scheduling with reception, documentation of task completions when patient specific, communication, and compliance processes. This role serves as a central administrative resource for audiologists, and external partners – ensuring the smooth delivery of clinical services and exceptional patient experience across all RHSC locations.

Primary Responsibilities

• Serve as the primary point of contact for auditory processing evaluation scheduling, coordinating with reception in the event of reschedules if equipment is not in by appointment time, and coordination across RHSC campuses.
• Maintain own electronic medical records (EMR) and ensure documentation accuracy and timeliness.
• Coordinate inventory and supplies related to hearing aids, accessories, and audiologic testing materials through Oaktree and manufacturer, and confirm receipt and distribution.
• Support outreach and community events by organizing logistics, materials, and follow-up communications. Helping with various mailers/promotions.
• Maintain confidentiality and uphold HIPAA and RHSC privacy standards in all interactions.
• Project assignment to support the audiology department, to be completed within a reasonable timeline.
• Process invoices, confirm correct billing, and submit for rebill if necessary for any and all items billed.
• Refilling and cleaning clinical supplies in patient rooms.
• Lab Maintenance.
• APD scheduling: Locating referrals, registering in EMR system, sending patient paperwork, scheduling series of appointments and rescheduling if needed, collecting deposits; scanning documents optional.
• Managing paperwork and mailings for hearing aid orders, repairs, earmolds, loss/damages, return for credits, and patient accessories and supplies that are patient specific in a timely manner.
• Charging hearing aid devices and confirming all hearing aid devices are in stock, repaired, or available for pickup for next day appointments.
• Monthly hearing aid inventory for Elmwood and Greece locations.
• Maintaining updated Medicaid and manufacturer price lists.
• Updating hearing aid software on computers.
• Communication with billing and reception departments related to orders, proper coding, schedule changes, and patient needs.
• Extraneous tasks from the typical events (i.e., software upgrade issues, equipment malfunction, billing issues/confusion).
• Creating cheat sheets for reference as needed.
• Coordination of manufacturer trainings.
• Coordination of annual calibrations.
• Request and confirm receipt of medical clearances as requested by providers.

This position will be required to work as a backup medical receptionist in the case of staffing challenges. The Audiology Administrator is expected to answer phones, check patients in and out, schedule follow ups, and collect payments. Any daily tasks such as insurance checks, reminder calls, printing Super Bills, and any mailings are to be done by the remaining reception team to allow for Audiology Administrator to continue with his/her own daily tasks.

Qualifications & Skills

• High School diploma or GED required; Associate’s degree in healthcare administration, business, or related field preferred
• Prior experience in a healthcare, audiology, or medical office setting strongly preferred
• Knowledge of hearing aid technology, audiology services, or medical device dispensing a plus
• Strong organizational, multitasking, and communication skills
• Proficiency with Microsoft Office Suite and EMR systems
• Attention to detail and ability to maintain accurate records

Work Environment

• Office and clinic-based role with frequent interaction with patients, staff, and external vendors
• Requires coordination across multiple RHSC sites

Physical Requirements

• Prolonged periods of sitting, standing, and working at a computer
• Ability to lift up to 20 pounds occasionally (supplies, equipment, or inventory)

Acknowledgment

By signing the electronic link provided during the hiring process, you acknowledge and understand this job description.

Equal Opportunity Employer Statement

Rochester Hearing & Speech Center is an Equal Opportunity Employer. We comply with all applicable federal, state, and local fair employment practices laws and strictly prohibit discrimination and harassment of any kind. Employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender identity or expression, age, national origin, disability, genetic predisposition or carrier status, military status, marital status, domestic violence victim status, or any other status protected under New York State and federal law.