Program Coordinator I- CAPE

Boston Children’s Hospital; Boston, Northern (MA, KY); On-site; USD 45,000 - 65,000; Full time

Job summary

Boston Children’s Hospital is seeking an Administrative Coordinator for the CAPE and Home Ventilation Program. You will coordinate daily operations, manage referrals, and handle billing and grant reporting while advocating for patients and families.

You will collaborate with diverse teams, coordinate visits, process orders, and ensure accurate records across insurance and equipment vendors. Strong communication and MS Office skills are essential.

Qualifications

• Associate's degree required; Bachelor's degree preferred.
• At least 2 years of relevant administrative experience.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks in a high workload environment.
• Detail oriented, organized and self-starter.
• Proficient in Microsoft Office, especially Excel.
• Strong interpersonal skills and ability to work with diverse stakeholders.

Responsibilities

• Coordinating daily operations and administrative activities for CAPE and Home Ventilation Program within the Division of Critical Care Medicine.
• Triaging phone calls from patients, families, pharmacies, and equipment vendors.
• Coordinating patient visits and referrals for appointments.
• Managing patient lists, registering new patients, updating diagnosis and insurance information.
• Processing paperwork for prescription and medical equipment orders.
• Working with insurance companies and durable medical equipment companies to submit authorizations and appeals.
• Managing program calendar, tracking home visit dates, employee vacations and conference dates.
• Overseeing program funds, analyzing visit charges and reimbursements.
• Creating weekly reports to optimize billing efficiency, tracking and reporting of program activity, outcomes and model performance.
• Leading coordination for grant projects and managing budgets and reporting for grants received.
• Advocating for patients and families, submitting transportation requests and housing letters as needed.
• Interacting with staff, faculty and external agencies to facilitate program objectives.
• Acting as research coordinator, liaising with IRB for multiple studies.
• Additional program development activities.

Skills

Strong communication

Interpersonal skills

Multi-tasking

Detail oriented

Organized

Self-starter

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Job description

The Critical Care, Anesthesia, Perioperative, Extension (CAPE) and Home Ventilation Program is a unique team of clinicians, respiratory therapist, and social workers with the goal of improving the quality of life of children who need long‑term ventilator assistance at home. The CAPE Program designs individual care plans for each child with complex medical needs and helps coordinate care with primary care providers, surgical specialties, home care nursing, medical equipment companies, and other community services.

Key Responsibilities

• Coordinating daily operations and administrative activities for the Critical Care, Anesthesia, Perioperative, Extension (CAPE) and Home Ventilation Program within the Division of Critical Care Medicine
• Triaging phone calls from patients, families, pharmacies, and equipment vendors
• Coordinating patient visits and request referrals for appointments
• Managing patient lists, registering new patients, updating diagnosis and insurance information
• Processing paperwork for prescription and medical equipment orders
• Working with insurance companies and durable medical equipment companies to submit authorizations and appeals for respiratory equipment
• Managing program calendar, tracking home visit dates, employee vacations and conference dates
• Overseeing program funds, analyze visit charges and reimbursements
• Creating weekly reports to optimize billing efficiency, tracking and reporting of program activity, outcomes and model performance
• Leading coordination for grant projects and manages budgets and reporting for grants received
• Acting as an advocate for patients and families, submits requests for transportation, writes letters to housing authority, and other foundations to meet needs of families
• Interacting and maintaining liaison with staff, faculty and outside/community agencies in facilitating program objectives
• Acting as research coordinator, working with International Review Board (IRB) for multiple research studies
• Additional program development activities

Minimum qualifications

Education

• Associate's degree. Bachelor's degree preferred.

Experience

• 2 years of relevant experience
• Previous administrative assistance experience (preferred).
• Exceptional oral and written communication skills.
• The ability to track and perform multiple tasks in a high workload environment efficiently and effectively; detail oriented, organized and self-starter.
• Strong knowledge of Microsoft Office, including a complete understanding of Excel.
• Strong interpersonal skills
• Work requires the ability to work with diverse internal and external constituencies.