Ambulatory Care Center Care Coordinator

Commonwealth of Massachusetts; Boston (MA); On-site; USD 74,000 - 106,000; Full time

Job summary

Commonwealth of Massachusetts is seeking a detail-oriented Ambulatory Care Center Care Coordinator to manage referrals, scheduling, patient outreach, and medical records at Lemuel Shattuck Hospital in Boston.

The role involves coordinating specialty clinics, assisting with billing and training materials, and collaborating with internal teams and external partners to ensure timely access to care. Strong organizational and supervisory skills are required.

Qualifications

• Experience in organizing and preparing reports, charts, and tables.
• Ability to interpret laws, regulations, and program requirements.
• Maintain accurate records and prepare clear reports and correspondence.
• Explain written and oral instructions clearly and effectively.
• Supervise and coordinate staff and workflows.

Responsibilities

• Coordinate daily operations for clinics and scheduling.
• Oversee referrals and patient scheduling, imaging, and testing.
• Prepare and organize medical records, requisitions, and related docs.
• Conduct patient outreach and follow-up to support continuity of care.
• Assist with specialty clinic billing and training materials.
• Provide administrative support to ACC staff and workflows.
• Collaborate with correctional, community, and healthcare agencies.
• Analyze operational statistics and identify improvement opportunities.

Skills

Recordkeeping

Documentation

Interpersonal skills

Communication

Supervision

Policy interpretation

Adaptability

Education

Bachelor's or higher in business administration/public administration

Job description

An Official website of the Commonwealth of Massachusetts

Job Description - Ambulatory Care Center Care Coordinator (2600069B)

Job Description

Ambulatory Care Center Care Coordinator - ( 2600069B )

Description

The Massachusetts Department of Public Health (DPH) is seeking a highly organized, detail-oriented, and patient-focused Ambulatory Care Center (ACC) Care Coordinator to join the team at Lemuel Shattuck Hospital. As an integral member of the Ambulatory Care Center (ACC), the ACC Care Coordinator supports the coordination and delivery of specialty care by overseeing referrals, pre-authorizations, scheduling, patient outreach, medical records, and provider billing. The position collaborates with clinical teams, healthcare providers, correctional and community partners, and external agencies to promote timely access to care and continuity of services. The ACC Care Coordinator also provides administrative and programmatic support and serves as backup coverage for the Telemedicine Coordinator.

Please note:8-4pm Monday - Friday with weekends off

Duties and Responsibilities (these duties are a general summary and not all inclusive):

Coordinate daily operations for specialty clinics, surgical scheduling, hematology/oncology, infusion services, and the ACC Care Clinic, serving as a primary point of contact for patients and collaborating with internal and external providers, correctional healthcare partners, transportation services, and specialty agencies to coordinate care.

Oversee referrals, scheduling, and patient care coordination, including reviewing daily schedules, processing outside referrals, scheduling imaging and specialty appointments, preparing testing requisitions, communicating appointment information, and ensuring timely responses to referral requests and inquiries.

Obtain, organize, and prepare medical records, laboratory and imaging results, outside-facility documentation, and other required information for clinician review and patient follow-up; complete and maintain necessary patient documentation.

Conduct and document patient outreach to confirm appointments, provide education, obtain feedback, coordinate follow-up needs, and support evaluation and improvement of ACC services.

Complete specialty clinic billing, monitor accuracy, identify and resolve billing discrepancies/outliers, and support development of billing and electronic medical record training materials, procedures, and guidelines.

Orient and train administrative personnel on departmental procedures and workflows; provide administrative support to ACC clinical staff, including creation and revision of ACC Summary Sheets and patient education materials.

Collaborate with correctional, community, and healthcare agencies to exchange information, resolve patient-care issues, and support continuity of care.

Collect, analyze, and report operational statistics to leadership; identify opportunities for process improvement and provide coverage for the Telemedicine Clinic Coordinator as needed.

Required Qualifications:

Demonstrate knowledge of work simplification, information organization, recordkeeping, report writing, and the preparation and use of charts, graphs, and tables.

Interpret, explain, and apply applicable laws, regulations, policies, procedures, and program requirements; gather, evaluate, and organize information from records, documents, and individuals to draw conclusions and make sound recommendations.

Maintain accurate records and prepare clear, concise, and logically organized reports, correspondence, charts, graphs, and tables in accordance with established procedures and formats.

Follow and communicate written and oral instructions clearly and effectively, providing precise and understandable guidance to others.

Supervise and coordinate staff by planning and assigning work, evaluating performance, identifying and addressing training needs, motivating employees, and recommending or initiating appropriate corrective or disciplinary action.

Build and maintain effective, respectful working relationships; establish rapport and interact tactfully with individuals across diverse settings.

Adapt to changing priorities, emergencies, and program requirements while exercising sound judgment, discretion, and confidentiality in handling sensitive information.

Preferred Qualifications:

Apply knowledge of laws, regulations, policies, procedures, standards, specifications, and guidelines governing assigned unit activities and the state personnel system.

Navigate the organizational structure and functions of local, regional, and national healthcare systems, with emphasis on the assigned agency.

Follow established protocols for agency telephone calls and other internal and external communications.

Identify and utilize agency forms appropriately to support administrative and patient-care activities.

Interpret state personnel laws, rules, and regulations as they relate to assigned responsibilities.

Navigate MassHealth and other insurance programs, including coverage benefits, eligibility, and enrollment requirements.

About the Lemuel Shattuck Hospital:

Lemuel Shattuck Hospital is a fully Joint Commission accredited teaching facility that provides acute, subacute, and ambulatory care to patients referred by public agencies and private sector providers. Shattuck Hospital’s services help economically and socially disadvantaged patients to get high quality, cost-effective care from a staff that respects their dignity.

Located in the heart of Boston’s Jamaica Plain neighborhood, the Shattuck Hospital includes 248 inpatient beds including 95 Psychiatric beds and 29 Correctional Health beds.

In addition, the Shattuck has a full outpatient clinic with many specialties that offers treatment to patients of the Department of Mental Health as well as Department of Correction and House of Correction inmates and community patients.

The Shattuck hospital is on the forefront of substance use disorder treatment including a Suboxone clinic serving 200 patients. In addition to direct medical services LSH hosts and supports an array of services located on the campus, serving patients struggling with addictions and homelessness.

Learn more: https://www.mass.gov/locations/lemuel-shattuck-hospital

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact the Executive Office of Health and Human Services, Human Resources at 1-800- 510-4122 Ext. #4

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

An Equal Opportunity / Affiantive Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

Job

Administrative Services

Agency

Department of Public Health

Schedule

Full-time

Shift

Day

Salary

73,615.88 - 106,401.62 Yearly

If you have Diversity, Affeative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : [e-mail] - 6173524250

Bargaining Unit : 06-NAGE - Professional Admin.

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : No