Clinical Admin Coordinator - Urology - Boston

Tufts Medical Center; Boston (MA); On-site; USD 26,000 - 32,000; Full time

Job summary

Tufts Medicine in Boston seeks an administrative assistant to provide essential clinical office support and maintain smooth clinic operations. You will handle scheduling, patient communications, and revenue cycle functions, ensuring accuracy in demographics, insurance, and documentation within the EMR.

The role emphasizes strong customer service, multitasking, and the ability to coordinate between departments to support patient care and hospital operations.

Qualifications

• High School diploma or equivalent.
• Two (2) years of experience supporting customers.
• Bilingual.

Responsibilities

• Follow up on pathology reports and coordinate with attendings.
• Process requests for pathology slides and reports.
• Upload/download and transfer imaging to EPIC.
• Schedule patient appointments and coordinate testing and labs.
• Answer phones, triage calls, verify patient demographics.
• Assist with revenue cycle tasks including registration and insurance verification.
• Complete general office duties and support physicians.

Skills

Communication

Computer literacy

Interpersonal skills

Organization

Multitasking

Flexibility

Confidentiality

Billing knowledge

Education

High School diploma or equivalent

Tools

EPIC EMR

Microsoft Office

Job description

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following Clinical Administration duties: Long-term strategic planning, determines strategic issues and opportunities that could affect practice success, prioritizes and tracks investments across practices, allocates resources and makes decisions regarding practice growth, and develops need to accomplish the practice's vision. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An entry level role that typically requires little to no prior knowledge or experience, work is routine or follows standard procedures, work is closely supervised, and communicates information that requires little explanation or interpretation.

Job Overview

Under general supervision, this position supports clinic or office activities and provides administrative support for clinical providers. Assists with the work flow operations of the practice, maintenance of all documents and files, and project-oriented tasks. This position maintains a high level of customer service with frequent contact with patients through telephone and in-person interactions. This position plays an important role in the hospital's revenue cycle process, clinic operations, and patient experience.

Preferred Qualifications:

• High School diploma or equivalent.
• Two (2) years of experience supporting customers.
• Bilingual.

Duties and Responsibilities:

• Follow up on pathology reports including reaching out to the specific attendings to obtain the reports when completed on site
• Send requests for pathology slides and reports from outside hospitals and documenting all pertinent information into patient chart.
• Downloading cystoscopy imaging into patient note when cystoscopy is performed in clinic.
• Creating templates for the attendings for their specific notes as well as smart phrase shortcuts.
• Follow up on patient labs and imaging which includes sending reminders to admin staff to remind patients of specific labs and images that need to be completed prior to their follow up visit.
• Sort through all labs and imaging in patient charts to look for anything pertaining to Urology.
• Call and fax outside hospitals for patient imaging and labs.
• Upload/ download and transfer images to EPIC from outside hospitals.
• Download imaging into patient charts from discs that patients bring with them and move them into EPIC.
• Reach out to SHILED, Lab Corp, Quest and 4K for results (occasionally when the results are not sent to us properly).
• Sort through all Emergency Department presentations/visits in patients chart for anything Urology related (patients that go in for something unrelated to urology occasionally have a secondary diagnosis that's found during their ED workup ie: UTI, kidney stones, urinary retention).
• Check Care Everywhere for more labs, images and note information.
• Send and collect patient authorization for medical records requests when records are unavailable.
• Separate and document tumor board discussions into patient notes.
• Schedules patient appointments, including follow-up appointments, internal and external testing and labs, and surgical booking and coordination.
• Assists with scheduling template creation and changes.
• Answers phones, triages calls, responds to patient requests, takes messages in office or call center setting.
• Greets and checks-in patients; verifies patient demographic and insurance information.
• Assists with revenue cycle clearance, including registration accuracy, referral management and insurance verification.
• Collects copayments.
• Prepares medical records and documentation for patient visits, including loading of information into the EMR system.
• Takes an active role in monitoring patient flow and communicating delays to patients and providers.
• Assists with billing charge entry and reconciliation.
• Completes general office work, including faxing, filing, mailing, correspondence, copying, ordering supplies, calendar management and mail distribution.
• Provides general clerical support to department physicians.
• Participates in performance improvement projects.

Physical Requirements:

• Frequent sitting, occasional standing or working, and lifting of 10-15 lbs.
• May be exposed to dust and other typical office-like discomforts.
• Manual dexterity using fine hand manipulations for computer keyboard operation.
• Requires ability to see computer screen and read reports.
• Requires ability to hear instructions from physicians and other clinical or nursing staff.
• Some exposure to hazardous materials (blood, etc.).

Skills & Abilities:

• Good communications skills, both oral and written.
• Computer literacy required, including familiarity with email, Microsoft Office programs and scheduling applications.
• Excellent interpersonal and organizational skills.
• Ability to handle multiple projects and prioritize tasks.
• Flexibility in work assignments.
• Knowledge of third-party billing.
• Ability to maintain confidential medical information.

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day.

The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals.

Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth-one of the many ways we invest in you so you can thrive both at work and outside of it.

Pay Range

$18.81 - $23.51

based on full-time equivalent