Clinical Administration Coordinator III Rehab Services

MelroseWakefield Healthcare, Inc.; United States; On-site; USD 28,000 - 35,000; Full time

Job summary

MelroseWakefield Healthcare, Inc. is seeking a Senior Administrative Team Leader to coordinate administrative staff, support the Practice Manager, and improve patient experience. The role focuses on revenue cycle, clinical operations, and ensuring smooth practice operations in Medford, MA.

It requires 3+ years in customer support or 5+ years with healthcare exposure, with potential bilingual advantages. Full-time position with a 40-hour week, no weekends/holidays.

Qualifications

• Associate’s degree with 3+ years of customer support experience, or high school diploma with 5+ years in customer support, including 2+ years in healthcare.
• Bilingual is a plus.

Responsibilities

• Manages the referral process for the practice to ensure effective coordination of care.
• Assists in developing coverage plans and arranging staffing.
• Coordinates training, assignment, and set-up of new staff: processing requests, passwords, and equipment ordering.
• Leads template creation and changes to improve productivity and efficiency.
• Participates in performance improvement and other special projects.
• Ensures regulatory compliance and conducts rounds to assess improvement needs.
• Manages copay logs and daily deposits for the Practice Manager.
• Oversees inventory of front desk, exam rooms, and team room supplies and notifies when to order.

Skills

Healthcare delivery

Multitasking

Computer literacy

Communication

Interpersonal

Organization

Confidentiality

Hospital systems

Independent work

Education

Associate's degree + 3 years healthcare support

High school + 5 years healthcare support

Tools

Microsoft Office

Scheduling software

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. A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.

Job Overview

This position provides support to the practice by acting as a Team Leader and coordinating the work of an assigned group of administrative staff. Supports the Practice Manager to ensure smooth flow of operations, monitor compliance to established policies, and identify improvement opportunities. This position plays a key role in the practice’s revenue cycle process, clinical operations, and enhancing the patient experience.

Job Description

Minimum Qualifications:

• Associate’s degree AND Three (3) years of experience supporting customers OR; High school diploma or equivalent AND Five (5) years of experience supporting customers with at least two (2) years of experience in a healthcare setting.

Preferred Qualifications

• Five (5) years of experience in a healthcare setting, including staffing and scheduling.
• Bilingual.

Hours

Full-Time, 40Hrs/Week, No Weekends/Holidays.

Location

Medford, MA.

Duties and Responsibilities

• Manages the referral process for the practice to ensure effective coordination of care.
• Assists in developing coverage plans and arranging staffing.
• Coordinates training, assignment, and set-up of new staff: processing network request forms, passwords, and informing Practice Manager of any need for equipment ordering/set-up.
• Takes a lead role in template creation and changes related to this position and identifies opportunity to improve productivity/efficiency.
• Identifies and participates in performance improvement and other special projects.
• Assists in assuring regulatory compliance and completes rounds of the work area to assess improvement needs.
• Manages copay collection logs and organizes daily deposits for Practice Manager.
• Manages inventory of supplies related to front desk, exam rooms, and team rooms and notifies Practice Manager when to place orders.
• Holds practice coordinator meetings to assign tasks dependent on the needs of the practice.

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

• Knowledge of health care delivery system.
• Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
• Computer literacy required, including familiarity with email, Microsoft Office programs and scheduling applications.
• Excellent communications skills, both oral and written.
• Strong interpersonal skills.
• Demonstrated organizational skills and attention to detail.
• Ability to maintain confidential medical information.
• Ability to learn and use hospital network programs.
• Ability to work independently to prioritize work and to be flexible in work assignments.

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: $20.12 - $25.15 based on full-time equivalent

Tufts Medicine is a leading integrated health system bringing together the best of academic and community health care to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Healthcare, an expansive home care network and a large clinically integrated physician network, Tufts Medicine has more than 15,000 dedicated employees and caregivers. The health system came together in 2014 to leverage the experience of its member organizations and integrate their missions to together transform the ways that consumers engage with and experience their care.