Job Description
Supervises and coordinates assigned administrative and general office activities, consistent with departmental objectives, administrative policies and practices. Provides direct supervision for administrative and office support staff such as secretarial/administrative assistants, medical assistants, schedulers, data management and medical records staff. Ensures the successful delivery of support services within the department or unit
Qualifications
This role requires a proactive, detail-oriented leader who can oversee front desk operations while ensuring a high standard of patient service and administrative efficiency.
Associates / Bachelors degree or equivalent work experience
Professional development and leadership training are encouraged
3 years of directly related experience with 1 year in a supervisory role or an equivalent combination of relevant education and/or experience
Strong leadership and team management skills
Excellent interpersonal/communication skills
Ability to multitask in a fast-paced environment
Proficiency in EPIC and Microsoft Office
Strong problem-solving skills and ability to de-escalate conflicts
Knowledge of practice operations, insurance processes, referrals, and authorization
Responsibilities
Supervisory & Administrative Responsibilities
Conducts quarterly assessments to evaluate team members on role-related tasks.
Completes monthly provider session counts and submits reports to management
Track monthly copayment totals and ensure proper reconciliation
Reconciles daily deposits, prepares them for courier pickup, completes the courier pickup sheet, and ensures documentation accuracy
Determines 3rd next available appointment for all physicians and submits updates to leadership
Supports the team in meeting benchmarks, including no-show, no-show (+) tracking, kiosk usage, MyChart Utilization/Activation, Pre-visit planning, and patient satisfaction.
Conducts daily in-basket reviews to ensure all messages are completed within 24-48 hours.
Coordinates monthly staff schedules, ensuring fair distribution of shifts and adequate office coverage.
Addresses and de-escalates patient and staff complaints, notifying management when necessary
Manages inventory, ensuring administrative supplies are stocked
Participate in system-wide huddles, conduct 147th Street Zoom Virtual huddle, and ensure that the huddle board is updated
Completes time sheet calculations and enters data in the timekeeping system for payroll processing
Updates shared calendar with staff PTO, infractions, and personal PTO time
Ensures environmental rounding checks are performed to maintain cleanliness and functionality
Attends meetings and contributes insights regarding office operations
Monitors and enhances patient satisfaction by encouraging staff to implement engagement strategies
Complete additional tasks as assigned by the manager promptly.
Patient Services & Front Desk Operations
Checks in and arranges patients for visits
Verifies and updates patient demographics, insurance, and contact information in the EMR
Answers telephone inquiries regarding physicians, providers' insurance coverage, and appointments
Obtains and tracks referrals, ensuring patients are aware of upcoming needs
Enters referral/authorization information in the EMR system and scans documents into the EMR
Schedule and reschedule patient appointments as per provider request
Assist patients with MyChart/patient portal registration and usage
Collects and posts copayments/payments in EMR, reconciles batches, and prepares deposits for courier pick-up
Ensures efficiency in patient flow and coordinates with the clinical staff and providers
Assists patients with specialty referrals and ensures continuity of care
Obtains prior authorizations for diagnostic imaging procedures
Obtains prior authorizations for diagnostic imaging and procedures
Ensures all required patient forms and documentation are scanned into EMR
Maintains up-to-date knowledge of practice operations and guides to the front desk
About Us
Strength through Unity and Inclusion
The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai's unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.
At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.
About the Mount Sinai Health System:
Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time - discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients' medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report's "Best Children's Hospitals" ranks Mount Sinai Kravis Children's Hospital among the country's best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek's "The World's Best Smart Hospitals" ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.
Equal Opportunity Employer
The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization.
Compensation Statement
Mount Sinai Health System (MSHS) provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $64526.72 - $77287.02 Annually. Actual salaries depend on a variety of factors, including experience, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.
