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Office Coordinator - Care Management

Employment Type: Full-time

Shift/Schedule: Day shift Department: Care Management Salary Range: $18.44 – $29.12 hourly, based on experience and qualifications

About Saratoga Hospital

At Saratoga Hospital, we’ve built a reputation for high-quality, compassionate care and a commitment to the health and well-being of our community. As part of the Albany Med Health System, we combine advanced technology with a deeply personal approach—creating a supportive environment for patients, staff, and providers alike. We believe that exceptional care starts with exceptional people.

About the Role

We’re looking for a dedicated Office Coordinator to join our team and help us continue delivering the level of care our patients and families deserve. In this role, you’ll be a vital part of our administrative team, ensuring excellent service, collaboration, and patient outcomes in a fast-paced healthcare environment. As the Office Coordinator you will p rovide and coordinate office management support to the Care Management Department under the supervision of the Director Care Management (DCM). This position acts as a liaison to coordinate internal hospital referrals and external calls / referrals from community resources, skilled facilities, home care agencies, insurance companies, vendors, community residents, patients and families as well as provides support to the Customer Communication Program under the direction of Care Management Director. This role will act as customer service ambassador for patients and families with strong interpersonal skills to coordinate office operations and communications for the effective relationship based care environment. Strong organizational and office management skills with the ability to effectively multi-task is also important in this role.

What You’ll Do

+ Facilitates patient/family communications as required for the Care Management Department and maintains HIPAA regulations. Acts as customer service ambassador for the department greeting visitors, listening empathetically, obtaining necessary information, and directs caller or visitor to the appropriate resource for follow through. Attempt to answer phone calls by the first three rings with the goal to directly communicate and avoid caller voice messaging whenever possible.

+ Develops and coordinates systems in the Care Management office to ensure efficient work flow, detailed organization of supplies and documents, follow-up and completion of work by due dates. Facilitates and coordinates routine and urgent requests from Director with prompt notification to appropriate resources as needed. Types finished formatted copies from rough drafts, proof reading for spelling, punctuation, completes meeting minutes, compositional and numerical correctness for department policies and procedures and Executive/ Collaborative Meetings.

+ Acts as preceptor to new staff, screeners, and liaisons familiarizing them with office procedures and/or policies. Preceptor and mentor to Part time Administrative Assistant. Compiles the Assistant/Coordinator Department Work List and coordinates completion of weekly responsibilities.

+ Orchestrates and coordinates comprehensive document filing systems easily accessible to Director and staff. Anticipates the needs of the department in ordering supplies and coordinates vendors for routine and urgent needs of office equipment failure such as fax machines and Multifunctional Printers.

+ Coordinates the organization, management and follow-up of QIO/IPRO/Livanta correspondence within the care management files and B/AR system. Assures expedited follow-up communications with Director and other staff. Reviews files/correspondence being sent to IPRO for accuracy thereby eliminating possible paperwork errors and delay in decisions and communications.

+ Oversees coordination of daily transfers, completion of paperwork for patient transfers and notification of key departments and personnel for safe patient transfers to nursing homes/rehab facilities. Coordinates transportation arrangements with community resources.

+ Coordinates advance preparation of agendas, minutes and any required materials for 10-15 Collaborative Practice Groups and other department meetings monthly as indicated.

+ Deliver compassionate, patient-centered care in alignment with Saratoga Hospital values

+ Collaborate with interdisciplinary teams to support health, healing, and service excellence

+ Perform administrative responsibilities with a focus on safety, quality, and efficiency

+ Use hospital systems and tools to document care and support operations

+ Continuously seek opportunities to improve processes and support patient and staff satisfaction

+ Serve as a positive, professional representative of our hospital and community

What You Bring

+ High school graduate. Minimum of two years secretarial experience in a human service setting and / or Hospital setting with a working knowledge of medical terminology. Associates Degree in secretarial education or business management strongly preferred.

Required Skills and Attributes

Strong Interpersonal skills, m ultitasking, p roblem solving , o rganized and efficient. Knowledgeable of Computer programs - Microsoft word, excel data base, and Outlook.

+ Strong communication and teamwork skills

+ Commitment to providing patient-first, high-quality service

+ Comfort working in a fast-paced, collaborative environment

Why Saratoga Hospital

+ A caring, community-focused culture rooted in teamwork and trust

+ Supportive leadership that invests in your development and well-being

+ Comprehensive benefits , including medical, dental, retirement plans, tuition assistance, and wellness programs. Click here to view our complete benefits guide. (https://www.albanymed.org/wp-content/uploads/sites/2/2025/01/2025-Benefits-Guide\_-Web-compressed-copy.pdf)

+ Opportunities to grow within the Albany Med Health System

+ Located in beautiful Saratoga Springs (https://www.discoversaratoga.org/) , known for its vibrant community, outdoor recreation, and cultural attractions

Our Commitment

We are an equal opportunity employer and strongly encourage individuals of all backgrounds and experiences to apply. If you’re passionate about healthcare and community service—even if you don’t meet every qualification listed—we’d still love to hear from you.

How to Apply

Click the ‘apply’ button to submit your resume and complete our online application. Applications are reviewed on a rolling basis—apply today and discover what makes Saratoga Hospital a special place to grow your career.