Lead Clinical Administrative Coordinator - ENT Clinic

Tufts Medicine; Boston (MA); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Total Rewards package

Job summary

Tufts Medicine is seeking a Team Leader-level Administrative and Business Support role to help the practice operate efficiently. You will coordinate administrative staff, support the Practice Manager, and contribute to revenue cycle, regulatory adherence, and patient experience.

This role requires strong organizational and communication skills, familiarity with healthcare settings, and the ability to multitask under limited supervision.

Qualifications

• Associate’s degree with 3 years of customer support experience or high school diploma with 5 years in healthcare.
• Experience in healthcare settings, including staffing and scheduling, is preferred.
• Strong communication and interpersonal skills essential.

Responsibilities

• Manages referral process to ensure coordination of care.
• Develops coverage plans and staffing arrangements.
• Coordinates training and onboarding of new staff.
• Leads template creation to improve productivity and efficiency.
• Participates in performance improvement projects and regulatory compliance.
• Manages copay logs and daily deposits.
• Oversees inventory for front desk and exam areas.
• Holds practice coordinator meetings to assign tasks.

Skills

Healthcare delivery

Multitasking

Computer literacy

Communication

Interpersonal skills

Organizational skills

Confidential data handling

Hospital networks

Independent work

Education

Associate’s degree

High school diploma

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 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.

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.

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.

Pay Range

$20.12 - $25.15

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.

Benefits

• 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.

based on full-time equivalent