Pediatric Site Coordinator

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

Job summary

Brown University Health seeks an Office Site Coordinator to support daily non-clinical patient operations in our pediatric clinics. You will help manage scheduling, registration, referrals, and ambulatory workflows, while delivering high-quality customer service to patients and families.

You will collaborate with Practice/Clinical Managers and site leadership to improve patient experience, coordinate documentation, and ensure compliance with pediatric policies.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• At least three years of ambulatory or outpatient medical practice operations experience.
• Familiarity with medical insurance, referrals, and patient scheduling.

Responsibilities

• Demonstrates understanding of job description, performance expectations, and competency assessment plan.
• Oversees patient scheduling, registration and ambulatory workflows.
• Ensures payments are collected at time of service and end-of-day reconciliation is completed.
• Provides general support for patient operations and services.
• Onboards new employees and ensures compliance with pediatric ambulatory policies.
• Collaborates with leadership to improve patient workflows and experience.
• Documents patient interactions in the medical record and manages inquiries via phone/portal.
• Assists with letters, forms, referrals, and outreach as needed.
• Manages scanning workload and electronic faxes to maintain timeliness.
• Coordinates outside referrals and prior authorizations as required.
• Performs outreach to overdue patients and high-priority tasks.

Skills

Customer service

Medical office operations

EMR proficiency

Phone and portal outreach

Education

High school diploma or equivalent

Associate degree or extensive experience

Tools

Electronic Medical Records (EMR) software

Office productivity software

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

• EDUCATION: High school diploma or equivalent; Associate degree or extensive experience in lieu of additional degree.
• EXPERIENCE: Has knowledge of medical insurance and benefits including referrals. At least three years of experience directly related to the general practice operations of an ambulatory or outpatient medical practice. Other relevant experience may be considered. Proficient in electronic medical records and other computer systems required. Familiarity with medical office procedures and terminology.
• SUPERVISORY RESPONSIBILITY: None

Pay Range:

$20.96-$34.61

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:

7am-7pm - Monday-Friday depending on census needs

Work Shift:

Day

Daily Hours:

8 hours

Driving Required:

No