Office Support Floating Coordinator - Service Lines

Hospital for Special Surgery; Stamford (CT); On-site; USD 44,000 - 66,000; Full time

Job summary

Hospital for Special Surgery (HSS) seeks a detail-oriented medical secretary to support busy physician offices. You will manage front-desk activities, scheduling, referrals, and patient communications in a fast-paced hospital setting.

The role requires at least an Associates degree or equivalent experience, with 2+ years in a physician office preferred. Epic experience is a plus and familiarity with health insurance processes is beneficial.

Qualifications

• Associates degree required or higher.
• 5+ years physician office experience may substitute education.
• Some College is a plus.
• Experience in healthcare/medical secretary roles is preferred.

Responsibilities

• Assist with patient scheduling and front-desk duties.
• Coordinate referrals and authorization management.
• Maintain patient charts and documentation.
• Support billing and collections where needed.

Skills

Verbal & written comms

Customer service

Teamwork

Multitasking

Organization

Problem solving

Attention to detail

Healthcare knowledge

Computer skills

Follow directions

Positive attitude

Escalation of issues

Education

Associates

Some College

Tools

Epic

Job description

HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Emp Status

Regular Full time

Compensation Range

The base pay scale for this position is $31.59 - $48.08. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future.

What you will be doing

Job Qualifications

EDUCATION – Required

Degree/Diploma Obtained Program of Study

Associates

Education Requirements

5 plus years Physician office experience may be considered in lieu of education

EDUCATION - Preferred

Degree/Diploma Obtained Program of Study

Educations Requirements

Some College preferred

LICENSURE – Required

Certification Requirements

EXPERIENCE – Required

Minimum Years of Experience Type of Experience

2 Healthcare/Medical-Medical Secretary

EXPERIENCE – Preferred

Minimum Years of Experience Type of Experience

SKILLS - Required

• Excellent verbal and written communication skills.


• Strong customer service orientation.


• Superior written and oral communication skills


• Exceptional customer service skills


• Ability to follow through with tasks to completion


• Strong organizational and problem-solving skills


• Ability to multitask in a fast-paced environment


• Ability to effectively and accurately follow directions or instructions


• Ability to work collaboratively as part of a team; offers to help coworkers when needed


• Detail-oriented


• Ability to escale issues appropriately


• Consistently displays a positive attitude towards one’s work and work environment


• Strong computer skills


• Knowledge of healthcare and health insurance

SKILLS – Preferred

Experience with Epic preferred; Familiarity with medical terminology.

PHYSICAL WORKING CONDITIONS

Continuously stand/walk or lift/handle/carry material or equipment of moderate weight (20 to 50 lbs).

ENVIRONMENTAL WORKING CONDITIONS

Located in a comfortable indoor area. Examples: executive, management and secretarial positions.

Behavioral & Leadership Competencies: Team Members (Provided & Standardized by HR)

• Performance Mindset: Demonstrates critical thinking to identify challenges impacting work and recommends solutions. Takes measurable action to change, learn, and grow.


• Communication: Communicates in a clear and organized manner that achieves desired results. Speaks and writes professionally and respectfully. Listens actively and empathetically.


• Collaboration: Understands how one’s work connects and intersects with other team member’s work and HSS’ goals. Actively works with others and engages in dialogue when differences exist. Is open to receiving feedback.


• Empowerment: Shares ideas and points of view. Volunteers to take on stretch assignments and/or additional responsibilities identified by and/or with manager.


• Engagement: Cares about the mission of HSS. Is an active participant in meetings and interactions with colleagues and/or patients. Demonstrates a desire to learn and grow. Understands how behavior and attitude impact the broader team and acts in a way that supports the culture and team’s engagement.


• Adherence to HSS Policies: Respects and holds self and/or others accountable to following HSS Policies and Code of Conduct. (Examples: Time and Attendance, Professionalism, Safety, Privacy, and a commitment to providing or supporting service excellence to patients.)

Position Competencies

• Patient Service & Communication Skills: Answers phones and greets patients courteously, clearly, and efficiently. Demonstrates a professional demeanor, empathy, discretion, and respect in all patient interactions. Ensures timely internal/external communication via phone, email, or in-person regarding appointments, instructions, and follow-ups. Handles patient concerns calmly and appropriately escalates concerns to administrative manager or clinical staff when necessary.


• Scheduling & Surgical Coordination: Schedules new visits, follow-ups, post-ops, and ancillary tests as directed by physicians or office managers. Coordinates surgical dates, enters them into EPIC, ensures pre-authorization within required timelines, and confirms all necessary documentation and pre-testing is complete prior to surgery. Referral & Authorization Management – Manages referrals and obtains insurance authorizations within required timeframes, including urgent cases as identified by physicians.


• Financial Transactions & Billing Support: Collects payments at the time of service and processes them accurately. Completes daily batch reconciliations, submits funds within required timeframes, and follows billing protocols for both in-office and surgical services. Collaborates with the Revenue Cycle Team (as needed) to ensure adherence to front-end office business transaction policies.


• Administrative & Operational Support: Creates, updates, and prepares patient charts in advance of appointments or procedures, ensuring accurate patient identifiers. Scans documents into EMR according to hospital scanning guidelines. Manages physician calendars, arranges travel, and processes travel expense reimbursements (as needed). Drafts correspondence, written communications, and prepares documents as requested. Maintains office supply inventory (medications) and orders as needed. Coordinates with various departments and facilitates communication between physicians, staff, and hospital departments.


• Flexibility & Coverage: Serves as back-up for Office Manager and Staff Secretary, adapting quickly to cover varied responsibilities. Adjusts to changing situations, schedules, and work assignments without disruption to patient care or office operations. Flexibility in commuting as necessary to various HSS locations/sites based on onboarding agreement for the position.


• Technical & Systems Proficiency: Proficient in the use of electronic medical records systems (e.g., Epic) and navigates scheduling, billing, and Microsoft Office software with competence. Operates phones system, scanners, copiers, printers, and other front-desk technology efficiently. Learns and adapts to new systems, policies and technologies relevant to office operations.


• Workflow Management & Problem Resolution: Manages workload effectively, prioritizing tasks to meet patient and departmental needs. Addresses operational issues in a timely manner and ensures full resolution. Works with other departments to coordinate services and resolve interdepartmental challenges.

Non-Discrimination Policy

Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.