Practice Coordinator

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Requisition Number
: R-21224

Facility
: LOC
0026 - 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)

Compensation Pay Range
: $20.05 - $26.98

1 - Administrative Support of Practice

• Answer telephone; triage calls as necessary.
• Transition telephones to and from answering service; retrieve messages and triage appropriately.
• Handle incoming requests for medical records and mail/faxes information as appropriate; work with Health Information Management on medical requests and changes to personal patient information (e.g., patient name change).
• Facilitate prescription refills for patients as needed.
• Recognize emergencies and respond appropriately using standard operating procedures and critical thinking skills.
• Support patient flow by directing patients and family members and managing the waiting areas.
• Provide customer service to colleagues and other staff members on the use of specific systems as well as on-site and Longwood-based processes.
• Monitor the lobby and waiting areas for neatness and cleanliness and ensure appropriate assistance is given to the patients and family members.
• 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

• Greet patients; verbally verify name, date of birth, telephone number, and MRN; provide and witness signing of consent form (if necessary); enter patient into Epic; assign patient badge in RTLS; provide patient wristband and RTLS badge; update patient information in Epic appropriately.
• Confirm patient demographics (address/phone numbers, etc.) and insurance information.
• Refer patients to financial counselor as appropriate.
• May navigate new patients and educate them about all available services.
• If insurance has changed, copy card and perform insurance eligibility check.
• Review patient "alerts" in Epic and reconcile, e.g., patient contact information, Medicare Survey, psychosocial distress screening, etc.

3 - Patient Check-Out

• Schedule follow‑up appointments for exam and infusion services; coordinate ancillary appointments (lab, imaging, radiation oncology, etc.) using Epic, ARIA and other systems.
• Under the direction of the operations management team, provide 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.
• Obtain same‑day insurance authorizations and referrals.
• Responsible for complex scheduling activities associated with patients arriving from main campus, other centers or other outside entities and coordinating appointments with other specialists, dietitians, social work, 2nd opinions, etc.
• May provide basic information regarding the need for insurance referrals.
• Recognize emergencies and respond appropriately using standard operating procedures and critical thinking skills.
• Perform independent patient and outside provider call triaging and assist in directing patient flow.
• Refer patients to financial counselor as needed at DFCI.
• Manage In‑Basket messages, take ownership and respond appropriately to all messages.
• Manage referral work queues in Epic.
• Attend weekly team meetings with clinical teams.
• Obtain detailed clinical information face‑to‑face, by telephone or electronically.
• Handle incoming requests for records and mail/faxes information as appropriate; fax notifications to HIS as necessary (patient name changes, etc.).
• Serve as a liaison between patient/family/provider.
• May be required to perform other duties as required by the Operations team.

4 - End of Day Functions

• Ensure all patient appointments have been checked out.
• Reconcile the infusion DAR to ensure all patients that arrived in clinic have been set up for future appointments.
• Check that…