Office Administration & Care Coordination Specialist

Rosa Ramos

864-***-**** Cell **********@*****.***

Work History:

Coordinator/Appointment Monitoring

New Horizon Counseling Center/CCBHC 12/2023 – 6/2024 Remote

Monitoring Doctor(s) and Nurse schedules – appointments, cancellations and reschedules via EMR

Medical answering service setup of transportation for clients with special needs

Assisting doctors with prescription authorizations, e-scribes and prescription monitoring

In constant communication via email or text with all therapists regarding schedule changes/cancellation and rescheduling

Working closely with Care Coordination, Business Management and other agencies to assist potential clients

Responsible for weekly Clinical Report on clinic census

Office Manager/Intake Coordinator

New Horizon Counseling Center/CCBHC – 108-19 Rockaway Blvd, S. Ozone Park, NY 7/2015 – 12/2023

Managing daily operation of front desk area

Responsible for supervision of front desk staff

Assigning clients from all incoming hospital and community agencies referrals

Overseeing incoming telephone screenings/applications

Overseeing all submissions of Medical Records requested

Diligently creating profiles on EMR – with editing and uploading of documents as needed

Monitoring Doctor(s) schedules – appointments, cancellations and reschedules

Working closely with CASAC and assisting with monitoring and submission of specimens

Overseeing calls and electronic setup of transportation for clients with special needs

Making referral and/or calls for cases not accepted by agency

Assisting doctors with prescription authorizations, e-scribes and prescription monitoring

In constant communication with all therapists regarding schedule changes/cancellation and rescheduling

Overseeing and ordering of office supplies

Working closely with Care Coordination, Business Management and other agencies to assist potential clients

Ordering and Coordinating lunches for the doctors and staff

Assisting with all translations for Spanish speaking clients as needed

Assisting doctor(s) with typing of letters for patients when needed

Verifying and approving staff PTO and submission of time on Paychex Flex

Responsible for the monthly OMH Psyckes report – data on Suicide Care Pathway and OASAS client(s) data entries.

Responsible for weekly Clinical Report on clinic census

Overseeing collection of Co-Payments and keeping track of all metro cards distributed to patients on a weekly basis

Executive Secretary

Jamaica Hospital Medical Center - 8900 Van Wyck Expressway, Jamaica NY 4/2010 – 7/2014

Responsible for all front desk functions –greeting all visitors, doctors, delivery staff, etc.

Assisting all Residents, Externs, Medical Students and Visitors with all questions and office supplies and information

Assisting with all copier functions, faxes and mail

Responsible for the Mental Health Clinic statistics and Productivity Reports on a weekly basis

Taking Minutes for the Mental Health Clinic and Child and Adolescent Monthly Meetings

Answering phones and taking detailed messages (15 lines)

Created and manage the database for all the Geriatric Consultations and follow-up appointments

Responsible for all medical student files and database

Responsible for maintaining front desk area clean and organized

Responsible for the distribution of paychecks on a weekly basis

Calculation and submission of payroll for the fee-for-service staff

Typing correspondence and creating forms upon request

Responsible for incoming and outgoing mail.

All other secretarial duties as needed

Executive Assistant

New Jerusalem Baptist Church – 122-05 Smith Street, Jamaica, NY 8/2008 – 4/2010

Calendar Management

Providing all aspects of secretarial support, which includes drafting and creating church bulletins, letter, etc.

Providing secretarial support to the planning team and board members of the proposed charter school 2010-2011

Scheduling of all board meetings and conferences

Responsible for all office inventory, ordering of supplies, incoming and outgoing mail

Secretary III

The New York Eye & Ear Infirmary – 310 East 14th Street, New York, NY 4/2004 – 4/2008

Responsible for 20 plus reception staff members in the area clinics, 11 Full Time, 10 Per diems,

their daily assignments including Saturdays, monthly assignments, vacation scheduling, payroll, etc.

Scheduling Sign Language Interpreters and entering account information on our Database.

Coordinating appointments and setting up the Sign Language Relay System for all deaf patients.

Responsible for Pre-Certification authorizations requests to insurance carriers on patient(s) procedures.

Responsible for the International Patient(s) referrals, evaluations requests and appointments.

Scheduling of Conference rooms for meetings and calendar management

Drafted, logged and mailed Certified Letters to patient(s) upon doctor(s) requests.

Responsible for modifications on policy and procedure manuals via Knowledgebase (Trove)

Submitting Check Requests to Accounts Payable.

Created/Entering/Editing Residents Clinical schedules on Meditech System.

Provided support for all other Clinical Areas and Departments

Processed patient(s) charts via form fast and scheduling appointments

All other secretarial duties as needed

Office Assistant

SEIU Local 32B-32J 1/1998 – 4/2004

Responsibilities included but not limited to administrative assistance to the Director of the Contracts Dept – Attorney at Law

Maintained the contracts database, timely notices for negotiations and filings.

Managed all Independent Apartment and Commercial Agreements.

Administered all arbitration translation services to provide interpreters to cases where needed, via Internet, as well as overseeing payment on the Translation services account.

Administered OCA file system, updates and timely notices for hearings.

Grievance Intake relief - Interviewing members for grievance evaluation, and process of claims.

Morning Receptionist - providing member/customer services, Leave of Absence requests, phone relief and Arbitration Notices

Qualifications

Bilingual English/Spanish, Typing 40 wpm, Knowledge of EPIC, MediSoft, AccuMed (EMR), Microsoft Word, Access, Excel, Publisher, PowerPoint and Outlook. Acrobat/Adobe, Internet savvy - Good communication skills – hardworking – reliable - multi- tasked - team player – proactive. Excellent Organization skills.

Education

Borough of Manhattan Community College – 199 Chamber Street, New York, NY

Office Administration 49 Earned Credits – overall 3.41 GPA

Maxwell Vocational High School - Brooklyn, New York

Reference: Furnished upon Request

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