Administrative Assistant II - Hematology & Medical Oncology

The Administrative Assistant II will be required to provide support with clinical and academic activities relating to the Hemophilia Program, within the Hematology & Medical Oncology division of the Tisch Cancer Institute.  This individual will also serve as the primary “go-to” person for overseeing the ordering and distribution of clotting factor for our hemophilia patients.

Duties will include answering and screening patient related calls, obtaining prior authorizations, coordinating patient appointments, maintaining accurate records for billing purposes, and other day-to-day activities as required.  

The Tisch Cancer Institute is a vital component of the Icahn School of Medicine at Mount Sinai Hospital and plays a key role in the Mount Sinai Health System, which is one of the largest health care systems in the nation.   We are a National Cancer Institute (NCI)-designated center and provide a multidisciplinary approach to cancer treatments and clinical breakthroughs that may one day put an end to cancer.  

• Provides administrative support to the Hemophilia Program, and its Director, as related to day-to-day operations of the program. Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit. 
• Schedule and/or coordinate MD office visits, treatment visits and procedures for patients in all computer systems (such as EPIC and Cerner) as necessary; thoroughly, accurately and timely.
• Screen telephone calls, answer inquiries or direct caller to the appropriate individual for
  further information and/or resolution. 
• Obtain authorizations and/or referrals for physician office visits, outpatient procedures,  inpatient admissions and diagnostic tests prior to services rendered.
• Oversee the ordering and distribution of clotting factor for hemophilia patients.  Includes functioning as liaison with New York Blood Bank. This includes obtaining pre-authorization from insurance companies for clotting factor orders.
• Ensure that professional billing for hemophilia services provided at the practice is maximized by fostering charge capture and insurance verification.
• Work closely with departmental and institutional Finance to resolve billing issues and insurance obstacles related to clotting factor orders
• Obtain patient records, for new and/or established patients, from referring physicians and outside facilities. Ensure records are scanned into the patient’s electronic medical record (in EPIC). 
• May make travel arrangements and accommodations for the Director of the Hemophilia program as requested; includes air, train and hotel reservations. Prepares travel reimbursements and expense reports when needed. 
• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included. 
• Serves as a liaison with other departments or external parties as necessary to  accomplish objectives and or complete projects or assignments. 
• May participate in the completion of grant applications, special projects and JCAHO and  other survey preparations. Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports. Prepares and monitors budgets and grant allocations, and maintains accruals. 
•  Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships. This includes booking space, coordinating schedules, confirming attendees, assisting with development of informational packets for participants, and/or transcribing and distributing meeting minutes. 
• Screen and prioritize incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). 
• Performs other related duties as assigned.
   

• Associates degree or equivalent combination of experience (Bachelors preferred).
• 4+ years related administrative or business experience

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