Pediatric Site Coordinator

Brown-University-Health-1; Providence (RI); On-site; USD 29,000 - 48,000; Full time

Job summary

Brown University Health in Providence, RI, seeks a pediatric site/office coordinator to support daily non-clinical operations, patient scheduling, registration, and ambulatory workflows for pediatric patients and caregivers. You will greet patients and assist with referrals, appointments, and excellent customer service.

Work closely with department staff to document communications, manage payments, coordinate with leadership to improve workflows, and help with outreach, forms, and prior

Qualifications

• Associates degree in a related field or equivalent experience.
• Typing and computer skills; experience with Microsoft tools beyond basics.
• Strong organization and prioritization skills.
• Minimum 2–3 years of progressively complex administrative experience in hospital/clinic/academics.
• Ability to work independently within Brown University Health policies.

Responsibilities

• Oversee patient scheduling, registration and ambulatory workflows for pediatric patients.
• Support registration, referrals, and patient outreach via phone and portals.
• Document patient contact in medical records.
• Assist with patient letters, forms, referrals, and medication refill requests.
• Coordinate with site leadership to improve workflows and patient experience.
• Schedule visits and referrals, obtain prior authorizations.
• End-of-day reconciliation of payments and arrivals.

Skills

Microsoft Word

Microsoft Outlook

Microsoft Excel

PowerPoint

SharePoint

Teams

Typing

Time management

Interpersonal skills

Organizational skills

Administrative support

Data entry

Education

Associate degree or equivalent

Tools

LifeChart

Job description

Summary

The pediatric site/office coordinator reports to the Practice Manager or Clinical Manager and is responsible for assisting with the daily non-clinical patient operations of the assigned office or practice locations. Oversees successful patient scheduling, registration and ambulatory workflows for pediatric patients and caregivers. Works closely with other departmental staff to greet patients, support registration functions including the facilitation of referrals, patient appointment scheduling, and responsible for ensuring high quality customer service during patient outreach via phone and electronic portals. Brown University Health employees are expected to successfully role model the organization’s values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences Patient and Community Focus and Collaborate.

Responsibilities

• Demonstrates understanding of job description, performance expectations, and competency assessment plan.
• Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to our Customer Service Standards.
• Oversees patient financial processes to ensure patient payments are obtained at the time of service and processed appropriately. Completes end of day batch including the reconciliation of arrived patients and collected payments.
• Provides general support for the patient operations of the site or specialty.
• Orients and serves as a resource to new employees to ensure compliance with pediatric ambulatory policies and procedures.
• Coordinates with site leadership to continuously improve patient workflows and patient experience.
• Effectively documents patient contact in the medical record including incoming and outgoing phone calls, patient portal messages, patient confirmation calls and wait list outreach calls.
• Assists with patient care functions such as, but not limited to, patient letters, forms, questionnaires or screenings, medication refill requests, DME requests, referral requests, and obtaining documents from other specialists.
• Oversee scanning workload and electric fax inboxes and perform tasks as needed to ensure office is addressing in timely manner.
• Help schedule/coordinate patient visits and/or admissions that are needed outside of clinical LifeChart department. Complete any required paperwork and help secure any needed referral and prior authorization.
• Performs and oversees outreach to patients who are overdue for medical care or other high priority outreach tasks as assigned.
• Assists with physician schedule templates and other duties that are coordinated with administrative and business team member.
• Must be flexible and receptive to change with the ability to learn quickly and retain new information or processes.
• Performs other duties as assigned.

Minimum Qualifications

• Basic Knowledge: Equivalent to Associates Degree in related field. Extensive experience may be considered in lieu of formal education.
• Typing and computer skills for multiple systems. Required experience with Microsoft products (i.e. Word, Outlook, Excel, PowerPoint, Sharepoint, Teams, etc.) beyond basic functions.
• Organization skills and ability to prioritize work as assigned is essential.
• Ability to perform independently within Brown University Health policies and departmental procedures. Refers complex problems to manager or other stakeholders when clarification of policies and procedures are required.
• Experience: Minimum of two to three years of progressively complex administrative positions within a hospital, outpatient clinic or academics. Must possess base knowledge of general support functions, ability to effectively coordinate work, exercise judgement and excellent interpersonal skills.
• Supervisory Responsibility: None

Pay Range

Pay Range: $20.96-$34.61

EEO Statement

EEO Statement: Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location

Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903

Work Type

TBD - M-Fri - 7am-7pm Census Dependant

Work Shift

Day

Daily Hours

8 hours

Driving Required

No