Ambulatory Access Administrator

EHS Overview:

Episcopal Health Services Inc. (EHS) is a health system located on the Rockaway Peninsula in Queens, New York. EHS provides inpatient, outpatient, and emergency care to the diverse populations of the Rockaways, Five Towns, South Nassau, and beyond. The system offers comprehensive preventive, diagnostic, and rehabilitative services to people of all faiths.

St. John’s Episcopal Hospital is accredited by The Joint Commission’s Health Facilities Accreditation Program and is approved by the New York State Department of Health. The hospital is a recipient of the Gold-Plus Get with the Guidelines®-Stroke Quality Achievement Award and the Gold-Plus Get with the Guidelines®-Heart Failure Quality Achievement Award from the American Heart Association. Additionally, St. John's is proud to be redesignated as a Baby-Friendly® Hospital by Baby-Friendly USA – the accrediting body and national authority for the Baby-Friendly Hospital Initiative (BFHI) in the United States.

Come Grow With Us!

Employment Type: Full-Time (75 hours biweekly)

Shift: Days/Onsite

Hours: 8:00 AM – 4:30 PM

Pay Range: $110,000 - $125,000

Position Summary

The Ambulatory Access Administrator serves as the primary operational liaison between ambulatory practices and the centralized Patient Access and Navigation Hub. This role ensures alignment between Patient Access and Navigation Hub workflows and practice operations, proactively identifies access and scheduling issues, and escalates concerns as needed to minimize disruptions to patient care and service delivery.

The Ambulatory Access Administrator is also responsible for the daily operational oversight of the front-end components of ambulatory practices, ensuring efficient workflows, optimal staffing performance, and compliance with organizational and regulatory standards. This role directly supervises Customer Service Representatives (CSRs) and collaborates with physicians, practice leadership, and ancillary departments to support seamless patient care, maximize access and revenue cycle potential, and maintain high-quality service delivery

Responsibilities:

Patient Access and Navigation Hub Management, Liaison & Escalation Responsibilities

• Act as the primary point of contact for all Patient Access and Navigation Hub–related operational matters impacting ambulatory practices.
• Escalate operational, staffing, workflow, and system-related issues to appropriate leadership in a timely manner.
• Collaborate with Patient Access and Navigation Hub leadership to resolve issues, implement corrective actions, and improve workflows.
• Ensure clear communication between practices and the Patient Access and Navigation Hub regarding scheduling rules, provider templates, registration standards, and operational updates.
• Support implementation of process improvements that enhance coordination, efficiency, and patient access across both teams.
• Develop processes, write Standard Operating Procedures and train staff on new workflows.
• Monitor Patient Access and Navigation Hub performance as it relates to scheduling accuracy, registration quality, access standards, and patient experience.

 Staff Management & Development

• Oversee CSR assignments and daily coverage needs.
• Manage PTO requests, leave management, and disciplinary actions for CSRs.
• Lead onboarding and offboarding processes for CSRs.
• Conduct annual evaluations and ensure completion of required trainings and mandatories.
• Maintain up-to-date CSR certificates and compliance documentation.
• Provide training, coaching, and performance support for new and existing CSRs.
• Maintain competency in CSR functions to provide coverage as needed.

 Workforce Administration

• Manage UKG payroll timesheets for CSRs and physicians.
• Monitor front desk operations to ensure workflow efficiency, service quality, and adherence to standards.

Physician & Scheduling Support

• Oversee physician schedules, templates, and updates (including PTO, sick leave, and schedule adjustments).
• Serve as a liaison for physician scheduling issues and operational concerns.
• Support management of referral appointment scheduling (labs, specialties, etc.).
• Ensure proper referral authorization prior to visits.

Registration, Billing & Access Management

• Oversee registration workflows, demographic updates, insurance eligibility, consent forms, and voucher processes.
• Manage correction of registration errors and communication with CBO regarding identified issues.
• Supervise SmartWorks tasks related to registration errors, front-end issues, lab lists, and Athena Undefined items.
• Oversee patient portal enrollment and mail distribution.
• Manage no-show procedures, including patient calls and letters.
• Coordinate management of school/work forms and letters.

 Operational Oversight & Compliance

• Support regulatory compliance, including participation in TJC Corrective Action Plans for relevant operational items.
• Develop, implement, and refine operational policies and workflows to improve efficiency and patient experience.
• Collaborate with facility management to support building/facility contract oversight.

Financial & Administrative Management

• Oversee payment recollection reconciliation processes.
• Manage supply ordering for clinical and administrative needs.
• Coordinate printer toner replacements.
• Process invoices and check requests (e.g., Stericycle).

Communication & Stakeholder Coordination

• Serve as the primary point of contact for the Patient Access and Navigation Hub regarding scheduling, registration, and front desk issues.
• Maintain strong working relationships with physicians and communicate operational updates effectively.
• Support transportation reimbursement workflows.

Qualifications

 Required

• Bachelor’s degree in Healthcare Administration, Business Administration, or related field (or equivalent experience).
• 3+ years of experience in ambulatory operations or healthcare management.
• Experience supervising frontline staff and managing day-to-day operations.
• Strong understanding of Patient Access and Navigation Hubs, registration workflows, and insurance eligibility.

Skills & Competencies

• Strong leadership, coaching, and team-building skills.
• Ability to manage multiple operational priorities simultaneously.
• Excellent communication and interpersonal abilities.
• Process-driven mindset with strong attention to detail.
• Problem-solving and conflict-resolution skills.
• Ability to build effective relationships with physicians and staff.
• Proficiency with scheduling systems, EHR platforms, and reporting tools.