Practice Coordinator Lead

SSH South Shore Hospital, Inc.; USA; Vor Ort; USD 31.000 - 44.000; Vollzeit

Zusammenfassung

South Shore Health is seeking a Practice Coordinator Lead to support administrative and clinical operations in the Oncology program. The role includes scheduling, patient interaction, and coordinating referrals, authorizations, and documentation with a focus on timely communication and quality care.

The incumbent will work with the Access Management team to process referrals and financial counseling and will oversee daily clinic scheduling and resource allocation to ensure smooth patient flow.

Qualifikationen

• Bachelor’s degree or 4–6 years of related experience preferred.
• Experience in customer service or medical environment is preferred.
• Strong scheduling and administrative coordination skills are required.

Aufgaben

• Coordinate provider scheduling and clinic workflow across teams.
• Handle patient interactions, checks in, and financial counseling support.
• Support documentation, referrals and authorizations; manage reports.

Kenntnisse

Scheduling

Administrative support

Customer service

Communication

Team leadership

Ausbildung

Bachelor's degree or 4–6 years experience

Tools

GE Centricity

Jobbeschreibung

If you are an existing employee of South Shore Health then please apply through the internal career site.

Requisition Number: R-24274 Facility: LOC0026 - 101 Columbian Street 101 Columbian Street Weymouth, MA 02190 Department Name: SSH Medical Oncology Cancer Center Status: Full time Budgeted Hours: 40 Shift: Day (United States of America)

In addition to administrative and clinical operations support responsibilities of the Practice Coordinators, the Practice Coordinator Lead assists the clinical practice support management with workflow and allocation of resources within the program/group. The Practice Coordinator Lead reports directly to the Operations 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, infusion services consisting of physicians, nurse practitioners, physicists, program nurses, staff nurses, and research nurses; scheduling 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. 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: $22.20 - $31.75

ESSENTIAL FUNCTIONS

1. Administrative Support of Practice
   • Answer telephone; triage calls as necessary.
   • Transition telephones to and from answering service; retrieves messages from the answering service and triages appropriately.
   • 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).
   • Facilitates prescription refills for patients, as needed.
   • Recognize emergencies and appropriately responds using standard operating procedures and critical thinking skills
   • Supports patient flow by appropriately directing patients and family members and managing the waiting areas.
   • Provides customer service to colleagues and other staff members on the use of specific systems as well as on-site and Longwood-based processes.
   • Monitors the lobby and waiting areas for neatness and cleanliness and ensures that appropriate assistance is given to the patients and family members.
2. Patient Check-In
   • Greet patients; verbally verify name, date of birth, telephone number, and MRN; provide and witness signing of consent form (if necessary); arrive patient in IDX; provide patient wristband. Updates patient information in IDX appropriately.
   • Collect copayment or coinsurance, document payment in IDX, generate receipt
   • Refer patients to financial counselor as appropriate.
   • Direct patient to the appropriate waiting area.
3. Patient check-out
   • Schedule follow up appointments for exam and infusion services; coordinates ancillary appointments (lab, imaging, radiation oncology, etc.) using IDX, Percipio, ARIA, and other systems.
   • Assist in scheduling other ancillary appointments, including but not limited to: imaging and lab. This requires contacting other DFCI departments or other providers and sending order/requisition and patient clinical information.
   • Obtain same day insurance authorizations and referrals
4. End of day functions
   • Prepare paper forms for appointments scheduled the following day.
   • Ensure radiology and lab orders have the required physician signature.
   • Print daily schedule/appointment forms and distributes to providers and other staff.
   • May run clinic reports such as bump lists, financial reconciliations, next day appt lists, other work lists
5. Manage master schedules for the clinic (provider and RN) – enter templates, ensure providers are booked according to the templates, providers and nurses are not overbooked
   • Schedule appointments in accordance with department scheduling guidelines, organize rescheduling of patients as needed
   • Work closely with the CNC to oversee the infusion schedules and that all scheduling guidelines are being adhered to
6. Surgical scheduling (as needed)
   • Schedule port placements for IV access.
   • Ensure surgical data sheets are complete.
   • Ensure surgical order is completed by physician and sent to pre-admission testing.
   • Schedule OR time with OR scheduling department.
   • Contact insurance payer for prior authorization as necessary.
7. Possesses a level of independence requiring knowledge of multiple disease specific programs.
8. Functions as a content expert/resource leader/champion in quality improvement/process improvement initiatives and projects.
   • Works with Operations Director to develop specific scheduling guidelines and "best practice" procedures for staff, works with staff to implement new procedures, provides education of staff as needed
9. Ensures quality clinical care and adherence to standard operating procedures and compliance requirements.
   • Ensures daily tasks are completed (DAR is reconciled, manages referral work queue, AVS’s are completed)
10. Oversees accurate completion of designated responsibilities and processes.
    • May assist staff with complex administrative responsibilities and intra/inter-institutional coordination and communication.
11. Participates in committees, meetings and in rollouts of new clinical applications and programs.
12. Participates in the recruiting process (interviewing and hiring) of employees.
13. Participates in the annual evaluations of performance for employees.
14. Assists in the training and mentoring of staff.
    • Develops and leads training programs.
    • Handles complex scheduling and is seen as an expert on the scheduling system (aka Training Ambassador).
15. Assists with resource allocation and budgeting analysis.
16. Responsible for discrepancy report resolution (past pending, charge capture).
17. Responsible for ensuring appropriate coverage in the absence of staff or manager.
18. Leads staff meetings in the absence of clinical practice support management.

JOB REQUIREMENTS

Minimum Education - Preferred Bachelor’s degree and/or 4-6 years equivalent experience preferred.

Minimum Work Experience Minimum of 4-6 years of experience in a customer service or medical environment preferred. Related secretarial and scheduling experience preferred.

Required additional Knowledge and Abilities Knowledge of managed care policies and medical terminology preferred. Working knowledge of GE Centricity or other hospital/professional services billing systems. Strong understanding of Microsoft Office product suite. Excellent customer service and communication skills, both written and verbal. Self-starter with strong team player and leadership abilities. Knowledge of medical terminology preferred. Minimum of 4-6 years of experience in a customer service or medical environment preferred. Related secretarial and scheduling experience preferred.

m-f Responsibilities if Required: Education if Required: License/Registration/Certification Requirements:

South Shore Health is a not-for-profit, charitable health system offering primary and specialty care, hospital care, home health and community care, emergency and urgent care, and preventative and wellness services. We are the largest independent health system in southeastern Massachusetts. South Shore Health brings together like-minded people who work "As One" toward a common goal of providing exceptional care the people of our region deserve. We unite top-caliber talent, technology, and service with the wishes and personal needs of patients and their families to develop individualized treatment plans.