Job Overview:

The primary purpose of the Administrative Coordinator is to perform clinical and administrative work as they relate to coordinating patient care in the clinic or transitioning to the outpatient environment. Serves is the liaison between patient, family, internal and external health care providers.

Qualifications:

Required:

• Bachelor’s degree in healthcare or a related field; appropriate experience may be substituted for educational requirement.
• One (1) year of experience in a healthcare setting, business office or academic institution, two (2) years preferred.
• Familiarity with medical terminology required.
• Must demonstrate an understanding of the principles of guest relations and be able to maintain a professional demeanor.
• Must have excellent oral and written communication skills and a highly professional demeanor in person and on the telephone.
• Must be computer-literate with proficiency and working knowledge of database and reporting tools such as Microsoft Word, Excel, Access and PowerPoint.
• Experience in electronic medical record required.

Preferred:

• Experience in EMR software preferred.

Essential Job Functions

• Competently utilizes all appropriate cancer center and hospital computer systems after training. Inputs and updates patient demographic and clinical information in electronic medical record system.
• Enters data to meet compliance and regulatory measures set by federal and state programs. Maintains statistical logs or quality tracking logs as requested.
• Schedules patient appointments including but not limited to return visit, extended follow-up visit, ambulatory referral, treatment, and lab appointments.
• Reconcile no-show new patient appointments & cancelations to ensure appropriate communication to clinic and administrative staff supporting the patient.
• Facilitate completion of patient disability forms as needed.
• Generates patient’s visit for processing of the specimens obtained during the visit. Process EMR forms for specimens obtained during procedures. Facilitates the processing of gene analysis orders by providing the necessary forms to the patients and providers, assisting patients in completing the forms, and then submitting completed forms to the appropriate facility.
• Extracts clinical information to include medical, social, surgical, family, gynecological histories, medication list and vaccine status of new patients prior to visit to decrease waiting time in clinic. Access patient portal daily and prints out all patient’s summaries. Ensures that all needed records for new patients are obtained, maintain communication with medical records for completion of process and inform providers and other health care team members of any missing records. Retrieves records for new and return patients as requested by the providers.
• Obtains pathology slides for new and existing patients from other institutions and documents receipt into electronic medical record. Keeps a log of slides requested to ensure accurate follow up. Delivers specimens and/or slides to Robert Wood Johnson Hospital and logs appropriate information into the electronic medical record.
• Uploads all CD’s for new and return patients and request for comparison of scans or addendums as directed by provider.
• Gathers all HPI documents in the clinic, appropriately and accurately scans and indexes patient’s documents in EMR.
• Provides administrative support to survivorship program at cancer center. Reviews Excel spreadsheet reports of patients due for survivor care plan for the assigned tumor group. Sort out SCP by provider and visit date. Place the SCP on the provider’s schedule on the day of the visit.
• Creates and promotes an environment of teamwork. Coordinates services with other departments utilizing a team approach to efficiently provide services.
• Communicates clearly, concisely, and effectively with respect. Promptly answers incoming calls in courteous and professional manner. Answers routine inquiries regarding appointment times, directions, etc. Directs calls to appropriate staff as requested.
• Responds appropriately in the event of emergency or disaster following the cancer center emergency policies.
• Notifies appropriate personnel of any potential or actual safety medical and safety hazards. Coordinates with admissions and/or transfers of patients to Robert Wood Johnson Hospital. Registers patients in computer system as needed.
• Actively participates in the current staff development programs provided by cancer center. Functions as a resource person to new employees by assisting with orientation and onboarding process. Attends scheduled staff meeting.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

Benefits and Perks:

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees’ physical, emotional, social, and financial health.

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short- & Long-Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts through our partners, such as NJ Devils, NJ PAC, Verizon, and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey—whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer