MGH Ketamine Clinic Program Coordinator

Partner's Healthcare; Boston (MA); Hybrid; USD 27,000 - 39,000; Full time

Job summary

Mass General Brigham in Boston is seeking an Administrative Coordinator to support program operations, coordinating scheduling, registrations, and communications with patients and providers using Epic Inbasket/Patient Gateway and Outlook.

This role emphasizes accurate data entry, documentation, event planning, and collaboration across departments, with a 40-hour workweek and hybrid work arrangements in a hospital setting.

Qualifications

• Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
• Excellent time management and attention to detail.

Responsibilities

• Assist in the day-to-day administrative tasks related to program management.
• Manage scheduling of treatment appointments and follow-ups with providers; screen new patients referred to clinic for treatment.
• Review appointment registrations for accuracy and authorization.
• Support completion of prior authorizations and other insurance communications.
• Communicate with patients and providers via Epic Inbasket/Patient Gateway, Outlook Email, Phone and Fax.
• Maintain accurate program documentation, including project plans, reports, and correspondence.
• Assist in planning and execution of hospital program events (workshops, training, outreach).
• Enter and manage program-related data; ensure accuracy and completeness.
• Communicate with participants and stakeholders; provide information and collect feedback.
• Provide assistance with the program's financial operations.
• Work collaboratively with all staff to ensure smooth operations.

Skills

Prioritization

Time management

Multitasking

Communication (oral/written)

Education

High School Diploma or Equivalent

Associate's Degree in Related Field (preferred)

Tools

Epic Inbasket/Patient Gateway

Outlook

Job description

Company Overview

Site: The General Hospital CorporationMass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

Responsible for coordinating program activities and providing administrative support, ensuring operational efficiency and alignment with organizational goals. Facilitates communication across departments, monitors program timelines, and supports project implementation to enhance program effectiveness. Contributes to reporting and data analysis to assess program impact and support strategic improvements. Does this position require Patient Care? No.

Essential Functions

• Assist in the day-to-day administrative tasks related to program management.
• Manages scheduling treatment appointments and follow up and consultations with providers, including screening new patients referred to clinic for treatment.
• Review appointment registration for accuracy and authorization.
• Support completion of prior authorizations and other insurance communication needs.
• Communication with patients and providers via Epic Inbasket/Patient Gateway, Outlook Email, Phone and Fax.
• Maintain accurate and organized program documentation, including project plans, reports, and correspondence.
• Assist in the planning and execution of events related to hospital programs, such as workshops, training sessions, and community outreach activities.
• Enter and manage program-related data, ensuring accuracy and completeness.
• Communicate with program participants and stakeholders, providing information, collecting feedback, and addressing inquiries.
• Provides assistance with the program's financial operations.
• Works as a team member with all other staff to ensure smooth collaboration.
• All other duties, as assigned.
• Complies with all policies and standards.

Qualifications

• Education: High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred.
• Licenses and Credentials: Experience – Administrative or program support experience. 0-1 year required.
• Knowledge, Skills and Abilities: Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously.
• Attention to detail and accuracy.
• Excellent time management skills.
• Problem solving and critical thinking.
• Commitment to professionalism, patient experience and continuous improvement.
• Strong oral and written communication skills.
• Ability to work independently while contributing to a collaborative team.

Additional Job Details (if applicable)

• Remote Type: Hybrid
• Work Location: 15 Parkman Street
• Scheduled Weekly Hours: 40
• Employee Type: Regular
• Work Shift: Day (United States of America)

Compensation & Benefits

Pay Range: $19.81 - $28.30/Hourly Grade 3

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement

1200 The General Hospital Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.