Department Coordinator at Westchester Medical Center – Kingston, New York

The Department Coordinator will support the Laboratory team by providing a variety of departmental coordination to support the functions for the Laboratory at HealthAlliance Hospital, Mary’s Ave Campus. The Department Coordinator will also coordinate the daily activities of the Laboratory which may include duties such as collecting and entering patient demographics, directing incoming calls from clinicians as well as patients, and maintaining the department’s central filing system. Utilization of the Laboratory Information system, CERNER and other related software.

RESPONSIBILITIES:

• Perform duties which include clerical and administrative functions, answering phones, taking memos, accessing and printing reports as requested by management and clinicians.
• Function as a liaison between the laboratory and other departments.
• Files reports, prepares documents not excluding policies, procedures, service reports and forwards correspondence.
• Operates office equipment such as voicemail messaging systems, and uses Microsoft Office and other software to prepare reports, invoices, financial statements, letters, case history and medical records.
• Obtains prior authorizations for diagnostic testing.
• Advises patients and clinical staff of testing procedures to ensure proper submission.
• Follow-up with patients, physicians, clinical and ancillary departments to ensure optimum delivery of services.
• Receives and routes messages and documents such as laboratory results and documents for the appropriate staff.
• Maintain pending reports from outside institutions and/or requests for additional materials for continued workup.
• Communicate with clinics and other departments to ensure that their needs are met.
• Send cases per patient request to a consulting facility and follow up on the requests sent.
• Prefill required forms for reference lab testing request.
• Scan test results from reference labs and reports from consulting facilities into Image Repository and append to the referenced report. This will require an appropriate scanning device (Fujitsu printer).
• Create an addendum for scanned reports.
• Monitor pending final reports.
• Follows up with pending cases from the billing department.
• Transmit correspondence and medical records by mail, e-mail or fax.
• Transcribe recorded or written messages and practitioners’ diagnosis and recommendations into patients’ medical records.
• Facilitate the process of additional test requests from other laboratories.
• Complete additional special projects assigned by administrative and research department.
• Phone calls for results on send out tests; check status of the send out tests.
• Compile, maintain, and audit laboratory documents, medical charts, reports, and correspondence.
• Adhere to correct procedures, policies and health/safety guidelines.
• Assist laboratory staff and management with other administrative tasks as needed.

QUALIFICATIONS/REQUIREMENTS:

EXPERIENCE:

• 1-2 years in administration, required.

EDUCATION:

• Associate’s degree, required. BS/ BA, preferred.
• Equivalent combination of Experience and Education may be substituted for degree requirement

OTHER:

• Strong organizational skills, attentive to detail and accuracy.
• Must be able to handle sensitive and/or confidential material and information appropriately.
• Strong communication skills both verbal and written.
• Ability to effectively work with medical records software and update files accurately.
• Handle confidential material with utmost integrity and professionalism.
• Some knowledge of billing codes.