Practice Coordinator I

South Shore Hospital; Weymouth (MA); On-site; USD 28,000 - 40,000; Full time

Job summary

South Shore Hospital in Weymouth, MA is seeking a Practice Coordinator to support administrative duties for our Medical Oncology Cancer Center. You will handle scheduling, patient check-in/out, and interactions with patients and families using Epic and related systems.

Responsibilities include coordinating referrals and authorizations, assisting with financial counseling, and maintaining timely, professional communication across the care team.

Qualifications

• Coordinate administrative support for oncology practice and referrals.
• Greet patients, verify demographics, insurance info, and collect consent.
• Schedule appointments across Epic, ARIA, and related systems.
• Process referrals, authorizations, and financial counseling.

Responsibilities

• Answer calls, triage, and manage messages.
• Check in/out patients, verify MRN, update Epic records.
• Coordinate complex scheduling with multiple providers and services.
• Monitor lobby, assist patients and families, and maintain orderly waiting areas.

Skills

Administrative coordination

Patient communication

Scheduling appointments

Medical office procedures

Tools

Epic EMR

ARIA scheduling

Job description

Facility: LOC0026 - 101 Columbian Street101 Columbian Street Weymouth, MA 02190

Department Name: SSH Medical Oncology Cancer Center

Status: Full time

Budgeted Hours: 40

Shift: Day (United States of America)

The Practice Coordinator reports directly to the Practice Manager and is responsible for supporting administrative duties for the practices. Responsibilities include scheduling, confirming appointments, patient interaction (telephone and in-person), administrative practice support, and special projects. Essential duties include administrative support and coordination for provider, radiation oncology, and infusion services consisting of physicians, nurse practitioners, physicists, program nurses, staff nurses, and research nurses; scheduling complex appointments; following guidelines that support safe clinical practice, patient comfort, continuity of care for complex visits; a high standard of timely communication and rescheduling as necessary; and coordination of clinical visit related reports, documentation, requisitions, and other materials. Managing direct communications with patients and family members is critical to this role; he/she provides the first greeting and welcome for patients arriving for appointments and represents the customer service orientation of our practice. The Practice Coordinator also provides general administrative support to on-site leadership and providers as needed. Duties include scheduling appointments, scanning and faxing documents upon request. He/she is expected to exhibit professional behavior through adherence to DFCI and site-specific policies, procedures, and codes of conduct. The Practice Coordinator will work directly with the Dana‑Farber Access Management staff at the Longwood campus, as appropriate, to process referrals, authorizations and financial counseling, working together to promptly assist the patient (and resolve discrepancies).

Compensation Pay Range: $20.10 - $28.75

ESSENTIAL FUNCTIONS

1 - Administrative Support of Practice

• a - Answer telephone; triage calls as necessary.
• b - Transition telephones to and from answering service; retrieves messages from the answering service and triages appropriately.
• c - Handles incoming requests for medical records and mails/faxes information as appropriate; works appropriately with Health Information Management (HIM) on medical requests and changes to personal patient information (i.e. patient name change).
• d - Facilitates prescription refills for patients, as needed.
• e - Recognize emergencies and appropriately responds using standard operating procedures and critical thinking skills.
• f - Supports patient flow by appropriately directing patients and family members and managing the waiting areas.
• g - Provides customer service to colleagues and other staff members on the use of specific systems as well as on‑site and Longwood‑based processes.
• h - Monitors the lobby and waiting areas for neatness and cleanliness and ensures that appropriate assistance is given to the patients and family members.
• i - May provide general administrative support and coordination for all aspects of patient care for both new and/or established patients, including filing, document preparation, data entry, telephone support, etc.

2 - Patient Check‑In

• a - Greet patients; verbally verify name, date of birth, telephone number, and MRN; provide and witness signing of consent form (if necessary); arrives patient in Epic; assigns patient badge in RTLS; provides patient wristband and RTLS badge. Updates patient information in Epic appropriately.
• b - Confirm patient's demographics (address/phone numbers, etc.) and insurance information.
• c - Refer patients to financial counselor as appropriate.
• d - May navigate new patients and educate them about all available services.
• e - If insurance has changed, copy card and perform insurance eligibility check.
• f - Review patient "alerts" in Epic and reconciles ie: patient contact information, Medicare Survey, psychosocial distress screening, etc.

3 - Patient check‑out

• a - Schedule follow up appointments for exam and infusion services; coordinates ancillary appointments (lab, imaging, radiation oncology, etc.) using Epic, ARIA and other systems.
• b - Under the direction of the operations management team, provides appointment scheduling ranging in complexity from one physician appointment to multiple care provider appointments in accordance with department scheduling guidelines for new and/or existing patients.
• c - Obtain same day insurance authorizations and referrals
• d - Responsible for complex scheduling activities associated with patients arriving from main campus, other centers or other outside entities and coordinating appointments with other specialists, dieticians, social work, 2nd opinions, etc.
• e - May provide basic information regarding the need for insurance re