Practice Operations Coordinator

DotHouse Health; Boston (MA); On-site; USD 52,000 - 76,000; Full time

Job summary

DotHouse Health seeks a detail-oriented Practice Operations Coordinator to provide administrative and operational support for assigned clinical departments. You will coordinate patient forms, documentation, and provider coverage to ensure smooth workflows and excellent patient experience.

In this fast-paced community health setting, you will monitor work queues, assist with meetings, medical records, residency coordination, and cross-department communication under the Practice Manager's

Qualifications

• Education requirements: high school diploma or equivalent; associate's degree preferred.
• Experience with electronic medical records; Epic experience strongly preferred.
• Proficiency with Microsoft Office and data management.
• Excellent organizational, communication, and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• HIPAA-compliance and patient confidentiality awareness.

Responsibilities

• Provide day-to-day administrative and operational support for assigned clinical departments.
• Serve as resource to providers and staff on workflows and administrative needs.
• Monitor work queues and tasks to ensure timely follow-up.
• Coordinate patient forms and documentation requiring provider or patient action.
• Coordinate provider in-basket coverage during absences.
• Prepare agendas and materials for department meetings.
• Coordinate residency schedules and onboarding activities.
• Maintain organized records in line with organizational standards.

Skills

Strong organizational skills

Time management

Written and verbal communication

Attention to detail

Education

High school diploma or Associate's degree

Tools

Epic EMR

Eyefinity

Microsoft Office

Job description

Description

The Practice Operations Coordinator provides comprehensive administrative and operational support to assigned clinical departments and serves as a key resource to Practice Managers, clinical leaders, providers, staff, and patients. Working under the direction of the Practice Manager, the Practice Operations Coordinator supports the day-to-day operations of assigned practices by coordinating patient forms and documentation, provider coverage, medical records, departmental meetings, residency activities, electronic work queues, and other operational functions. This position serves as a central point of communication across clinical and administrative teams and plays an important role in supporting efficient workflows, timely follow-up, continuity of care, and excellent patient and staff experience.

Practice Operations Coordinators are assigned to specific clinical areas based on organizational needs. All Practice Operations Coordinators are expected to develop a working knowledge of core practice operations and collaborate across departments to support coverage and continuity when needed.

The ideal candidate is highly organized, detail-oriented, technologically proficient, collaborative, and comfortable managing multiple priorities in a fast-paced community health center environment.

General Duties & Responsibilities:

Practice Operations Support:

• Provide day-to-day administrative and operational support for assigned clinical departments.
• Serve as a resource to providers, clinical staff, registration staff, and other operational teams regarding practice workflows and administrative needs.
• Monitor assigned work queues, pools, and operational tasks to ensure timely follow-up and completion.
• Identify workflow concerns, delays, or recurring operational issues and elevate them to the Practice Manager as appropriate.
• Assist the Practice Manager and clinical leadership with implementation of new workflows, operational initiatives, and process improvements.
• Support cross-departmental coverage and operational continuity as needed.

Patient Forms and Documentation Coordination:

• Track, monitor, and appropriately route patient forms requiring completion by providers, nursing staff, or patients.
• Follow up on outstanding documentation to support timely completion.
• Communicate with patients regarding form status, required information, and pickup or delivery instructions.
• Maintain accurate tracking of submitted, pending, and completed forms.
• Ensure documentation is handled in accordance with organizational policies and HIPAA requirements.

TITLE: Practice Operations Coordinator FLSA STATUS: Non Exempt

DEPARTMENT: Clinical Operations REPORTS TO: Practice Manager

Provider Coverage Support:

• Coordinate and maintain provider in-basket coverage assignments during vacations, leaves of absence, and other planned or unplanned absences.
• Communicate coverage plans to providers and appropriate staff.
• Monitor coverage arrangements and elevate gaps or concerns to the Practice Manager.
• Support continuity of patient communication and administrative workflows during provider absences.

Department Meeting Support:

• Collaborate with department leads, and clinical leadership to prepare agendas and supporting materials for department meetings.
• Coordinate meeting schedules and logistics for assigned departments.
• Attend meetings as appropriate and document key discussion points, decisions, and action items.
• Distribute meeting minutes and follow up on assigned action items and deadlines.

Medical Records and Referral Coordination:

• Request outside medical records, consultation reports, imaging results, and other clinical documentation as directed.
• Support closing the loop on external referrals for non-affiliated health system referrals, as assigned.
• Follow up on outstanding documentation and communicate barriers or delays to appropriate team members.
• Maintain patient confidentiality and comply with HIPAA and organizational privacy policies.

Residency and Training Program Coordination:

• Serve as an administrative liaison between the health center and affiliated residency or training programs for assigned departments.
• Coordinate resident schedules, onboarding activities, orientation requirements, system access requests, and related administrative needs.
• Maintain accurate resident schedules and communicate changes to appropriate stakeholders.
• Assist with documentation and administrative requirements related to residency and clinical training programs.

Administrative and Departmental Support

• Provide administrative support to the Practice Manager and clinical leadership.
• Maintain organized electronic and paper records in accordance with organizational standards.
• Support departmental projects, performance improvement activities, inventories, and operational initiatives.
• Complete monthly environmental rounds for assigned departments, when applicable.
• Perform other duties as assigned to support effective practice operations.

Duties and responsibilities are subject to change due to the organization’s needs at any time with or without previous notice.

Requirements

• Education: High school diploma, Associate's degree or equivalent health care
• experience
• Proficiency with electronic medical records; Epic experience strongly preferred.
• Ability and willingness to learn additional electronic systems, including Eyefinity and department-specific applications.
• Strong computer skills, including proficiency with Microsoft Office applications.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple competing priorities and meet established deadlines.
• High level of attention to detail and accuracy.
• Ability to maintain patient confidentiality and exercise sound judgement.