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Job Title: Department Coordinator
Company: WMC Advanced Physician Services PC
City/State: Valhalla, NY
Category: Clerical/Administrative Support
Department: Clinical Labs- WMC Health
Union: No
Position: Full Time
Hours: 8:30-5pm
Shift: Day
Req #: 48438
Posted Date: Jun 22, 2026
Hiring Range: $65,907 - $82,850
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External Applicant link Internal Applicant link
Job Details:
Job Summary:
The Department Coordinator willsupport the Laboratory team by providing a variety of departmental coordination to support the functions for the Laboratory at Weschester Medical Center. The Department Coordinator will also coordinate the daily activites of the Laboratory which may include duties such as collecting and entering patient demographics, directing incoming calls from clinicians as well as patients, and maintaining the department's central filing system. Utilization of the Laboratory Information system, CERNER and other related software.
Responsibilities:
- Perform dutieswhich includes clerical and administrative functions, answering phones, taking memos, accessing and printing reports as requested by management and clinicians.
- Function as a liason between the laboratory and other departments.
- Files reports, prepare documents not excluding policies, procedures, service reports and forwards correspondence.
- Operates office equipment such as voicemail messaging systems, and uses Microsoft Office and other software to prepare reports, invoices, financial statements, letters, case history and medical records.
- Obtains prior authorizations for diagnostic testing.
- Advises patients and clinical staff of testing procedures to ensure proper subbission
- Follow up with patients, physicians, clinical and ancillary departments to ensure optimum
delivery of services.
- Receives and routes messages and documents such as laboratory results and documents to appropriate staff.
- Maintain pending reports from outside institution and/or requests for additional materials for continued workup.
- Communicate with clinic, and other departments to ensure that their needs are met.
- Send cases per patient request to consulting facility, and follow up on the requests sent.
- Prefill required forms for reference lab testing request.
- Scan test results from reference labs and reports from consulting facilities into Image Repository and append to referenced report. This will require appropriate scanning device (Fujitsu printer)
- Create an addendum for scanned reports.
- Monitor pending final reports.
- Follow up with pending cases from the billing department.
- Transmit correspondence and medical records by mail, e-mali or fax.
- Transcribe recorded or written messages and practitioners' diagnosis and recommendations into patients' medical records.
- Facilitate the process of additional test request from other laboratories .
- Complete additional special projects as assigned by administrative and research department.
- Phone calls for results on send out tests; check status of the send out tests.
- Compile, maintain, and audit laboratory documents, medical charts, reports, and correspondence.
- Adhere to correct procedures, policies and health/safety guidelines.
- Assist laboratory staff and management with other administrative tasks as needed.
Qualifications/Requirements:
- Strong organizational skills, attentive to detail and accuracy.
- Must be able to handle sensitive and/or confidential material and information appropriately.
- Strong communication skillsboth verbal and written.
- Ability to effectively work with medical records software and update files accurately.
- Handle confidential material with utmost integrity and professionalism.
- Some knowledge of billing codes.
Experience:
1-2 years in administration, required.
Education:
Associate's degree, required. BS/ BA, preferred.Equivalent combination of Experience and Education maybe substituted for degree requirement
Licenses / Certifications:
N/A
About Us:
WMC Advanced Physician Services PC
Benefits:
We offer a comprehensive compensation and benefits package that includes:
- Health Insurance
- Dental
- Vision
- Retirement Savings Plan
- Flexible Savings Account
- Paid Time Off
- Holidays
- Tuition Reimbursement
Apply Now
External Applicant link Internal Applicant link