Administrative Office Specialist

Job Title

How You Move Is Why We're Here. Now More Than Ever.

Get back to what you need and love to do. The possibilities are endless... Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success. If this describes you then let's talk! 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.

Job Qualifications

Education Required

High School Diploma or equivalent (G.E.D.), may include specialized or vocational courses

Education Preferred

Associates

Experience - Required

Two years in a healthcare or related customer service field

Skills Required

Strong computer skills, with proficiency in office automated tools

Effective communicator with all levels of staff, patients and customers

Ability to respond positively to fluctuations in patient flow

Exceptional customer service skills. Superior written and oral communication skills

Ability to maintain a positive attitude in a towards assignments and others in a fast-paced environment

Capacity to multitask and prioritize in the ever-changing environment of healthcare

Ability to work collaboratively with others

Respect for information confidentiality

Ability to show initiative, good judgment, and resourcefulness

Familiarity with medical terminology, and insurance.

Skills-Preferred

Knowledge of medical terminology

Self-directed, motivated, resourceful, demonstrates initiative

Experienced user of MS Office Suite applications : Word, Excel, Outlook

Physical Working Conditions

Sitting in the same location or standing / walking; required to stoop, climb or lift light material (10 to 20 lbs.) or equipment.

Environmental Working Conditions

Comfortable indoor area. Examples : executive, management and secretarial positions.

Hazards

OSHA Category 1

Tasks that involve exposure to blood, body fluids, tissues, and other potentially infectious materials.

Behavioral & Leadership Competencies

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

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

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.

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

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

Job Duties and Responsibilities

Creates relationships with Carriers and Adjusters to enhance new business referrals

Partners with Physicians and their team members to ensure Florida Workers Compensation documents are filed in a timely manner.

Demonstrate ability to prioritize, manage time, and maximize productivity.

Is dependable and reliable with coworkers and independent work.

Supports the department goals and objectives.

Initiates and maintains open, direct and effective documented and verbal communication with colleagues / medical staff and all members of the department as applicable.

Responds to emails, and communications / messages as soon as possible in a professional manner with compassion and understanding.

Serve as the first point of contact for workers' compensation patients, providing exceptional customer service and triaging phone calls and inquiries in a courteous and professional manner.

Schedule and coordinate workers' compensation appointments, evaluations, procedures, and follow-up visits with attention to detail and timeliness.

Verify workers' compensation insurance coverage, obtain authorizations and manage billing / collections in compliance with relevant guidelines and procedures.

Prepare, file, and maintain accurate patient charts and documentation, ensuring confidentiality and completeness of medical and legal records.

Collaborate with physicians, case managers, legal representatives, and insurance adjusters to support seamless communication and patient care coordination.

Track case progress and follow through with required documentation, reporting, and deadlines to ensure compliance with workers' compensation regulations.

Adapt quickly to evolving work assignments and assist coworkers with cross-coverage as needed in a fast-paced, high-volume environment.

Escalate urgent or unresolved issues appropriately to supervisors or medical staff, maintaining professionalism and a problem-solving mindset.

Maintain sensitivity and cultural awareness when interacting with patients, colleagues, and external contacts, promoting a respectful and inclusive work environment.

Consistently demonstrate a positive attitude, strong organizational skills, and computer proficiency in managing daily administrative and communication tasks.

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.