Pediatric Site Coordinator

RIH Rhode Island Hospital; Rhode Island; On-site; USD 42,000 - 68,000; Full time

Job summary

Rhode Island Hospital is seeking a pediatric site coordinator to manage non-clinical patient operations across assigned offices. You will support scheduling, registration, referrals, and ambulatory workflows for pediatric patients.

The role requires strong customer service, accurate documentation, and coordination with site leadership to improve patient experiences. Ideal candidates have 2–3 years of administrative hospital experience and proficiency with Microsoft Office, Outlook, Excel, and

Qualifications

• Associate's Degree or equivalent with strong typing and computer skills.
• 2–3 years of progressively complex administrative experience in a hospital, outpatient clinic, or academic setting.
• Proficiency with Microsoft Word, Outlook, Excel, PowerPoint, SharePoint, and Teams.

Responsibilities

• Greet patients and support registration functions including referrals and appointment scheduling.
• Oversee patient financial processes and end-of-day reconciliation of payments.
• Document patient interactions in the medical record and update portals and communications.
• Coordinate with leadership to improve patient workflows and experience.
• Assist with non-clinical patient operations and outreach to patients overdue for care.

Skills

Administrative experience

Customer service

Microsoft Office

Organizational skills

Typing

Education

Associate's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

SharePoint

Microsoft Teams

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

$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

TBD - M-Fri - 7am-7pm

Census Dependant Work Shift

Day Daily Hours: 8 hours Driving Required: No

As Rhode Island's largest health system and private employer, Brown University Health is the state's premier provider of health services and includes the only Level I Trauma Center for southeastern New England. Today, more than 20,000 people work at Brown University Health and bring their unique skills, experiences, and compassion to their jobs every day. Formed in 1994, Brown University Health is a not-for-profit health system based in Providence, RI comprising three teaching hospitals of The Warren Alpert Medical School of Brown University: Rhode Island Hospital and its Hasbro Children's; The Miriam Hospital; and Bradley Hospital, the nation’s first psychiatric hospital for children; Newport Hospital, Saint Anne's Hospital and Morton Hospital, community hospitals offering a broad range of health services; Gateway Healthcare, the state’s largest provider of community behavioral health care; and Brown Health Medical Group, the largest multi-specialty practice in Rhode Island.

Brown University Health is an equal opportunity employer that values diversity of cultural background, race, gender, age, religion, identity, ability, and perspectives - we are actively committed to a diverse workforce that represents the patients and community that we serve.

We are invested in creating a respectful, inclusive, and equitable environment that supports the holistic well-being of our employees and their families.

Join us and help build a healthier future for our patients - and for yourself.