Administrative Coordinator

CCRM Fertility; Livingston (NJ); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Annual bonus

Flexible work arrangements

Region-specific benefits

Job summary

CCRM Fertility is seeking an Administrative Coordinator to support the Management team with scheduling, patient intake, and clinical coordination in a professional office setting. You will handle calendars, patient requests, medical records delivery, and follow-up communications with care and discretion.

The role requires strong organization, excellent communication, and the ability to multitask while maintaining confidentiality in a HIPAA-compliant environment.

Qualifications

• Must be organized and possess knowledge and excellent communication skills.
• Must possess excellent customer service skills.
• Must demonstrate problem solving skills related to the position.
• Must be able to multi-task, prioritize, and be detail oriented.
• Must possess a high level of independent judgment and accuracy.
• Must be able to communicate positively and professionally with all team members.
• Must have the ability to function independently, and seek assistance from the management team as needed.
• Demonstrate the ability to be a team player and possess a willingness to perform duties that are assigned or delegated to him/her as well as a willingness to perform duties of other employees as needed.
• Support vision and mission.
• Maintain confidentiality of all work information.
• Demonstrate an ability to function successfully in a team environment.
• Exhibit courteous, compassionate and respectful treatment of fellow employees and external contacts.
• Participates in identifying problems and suggesting solutions.
• Maintains HIPAA and Confidentiality for all patient and clinic information.
• Utilizes time efficiently.
• High School Diploma, or previous administrative assistant or related experience required.
• Experience with Microsoft Office products

Responsibilities

• Manage Physicians’ schedules/calendars
• Monitor and take incoming New Patient/existing patient requests (phone/email/text or any other system providing requests or potential NP information)
• Execute New Patient information intake
• Populate information into all programs requiring patient information
• Make up-to-date notes in all appropriate locations (ie: patient appointment notes, progress notes, etc.) on all patient interaction
• Assist in getting authorizations for treatment
• Coordinate the assembly and delivery of Medical Records to patient and/or referring Doctor
• Monitor electronic follow-up message for upcoming patient appointments
• Make in-person call to verify New Patient appointment one week prior to appointment date
• Schedule follow-up appointments, surgeries, HSG, Saline Sonograms, etc.
• Work closely with entire Admin team to assist in team coverage of all offices
• Fast paced communication with Admin team
• Other duties as assigned

Skills

Communication

Customer service

Multitasking

Attention to detail

Team player

HIPAA

Independent judgment

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

How You Will Make an Impact:

The Administrative Coordinator demonstrates knowledge and skills in the coordination and facilitation of administrative duties related to assisting the CCRM Management team. Administrative support can be provided to various members of the CCRM Management team including. They report to assigned CCRM Manager but may take daily directions from other staff members.

What You Will Do:

• Manage Physicians’ schedules/calendars
• Monitor and take incoming New Patient/existing patient requests (phone/email/text or any other system providing requests or potential NP information)
• Execute New Patient information intake
• Populate information into all programs requiring patient information
• Make up-to-date notes in all appropriate locations (ie: patient appointment notes, progress notes, etc.) on all patient interaction
• Assist in getting authorizations for treatment
• Coordinate the assembly and delivery of Medical Records to patient and/or referring Doctor
• Monitor electronic follow-up message for upcoming patient appointments
• Make in-person call to verify New Patient appointment one week prior to appointment date
• Schedule follow-up appointments, surgeries, HSG, Saline Sonograms, etc.
• Work closely with entire Admin team to assist in team coverage of all offices
• Fast paced communication with Admin team
• Other duties as assigned

What You Bring:

• Must be organized and possess knowledge and excellent communication skills.
• Must possess excellent customer service skills.
• Must demonstrate problem solving skills related to the position.
• Must be able to multi-task, prioritize, and be detail oriented.
• Must possess a high level of independent judgment and accuracy.
• Must be able to communicate positively and professionally with all team members.
• Must have the ability to function independently, and seek assistance from the management team as needed.
• Demonstrate the ability to be a team player and possess a willingness to perform duties that are assigned or delegated to him/her as well as a willingness to perform duties of other employees as needed.
• Support vision and mission.
• Maintain confidentiality of all work information.
• Demonstrate an ability to function successfully in a team environment.
• Exhibit courteous, compassionate and respectful treatment of fellow employees and external contacts.
• Participates in identifying problems and suggesting solutions.
• Maintains HIPAA and Confidentiality for all patient and clinic information.
• Utilizes time efficiently.
• High School Diploma, or previous administrative assistant or related experience required.
• Experience with Microsoft Office products

Working Conditions:

The physical demands described here are representative of those which should be met, with or without reasonable accommodation (IAW ADA Guidelines), by an employee to successfully perform the essential functions of this job. This job operates in a professional office setting. While performing the duties of this job, the employee will interact with others, sit/stand at a desk, work on a computer, and spend prolonged periods preparing and analyzing data and figures. Employees will use standard office machines and equipment (computer, telephone, photocopier, and scanner).

CCRM’s Compensation:

The salary range represents the national average compensation for this position. The base salary offered will vary based on location, experience, skills, and knowledge. The pay range does not reflect the total compensation package. Our rewards may include an annual bonus, flexible work arrangements, and many other region-specific benefits.

Pre-Employment Requirements:

All offers of employment are conditional upon the successful completion of the CCRM Fertility onboarding process, including verification of eligibility and authorization to work in the United States. This employer participates in the E-Verify Program in order to verify the identity and work authorization of all newly hired employees.

Equal Employment/Anti-Discrimination:

We are an equal-opportunity employer. In all aspects of employment, including the decision to hire, promote, discipline, or discharge, the choice will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.