Department Coordinator

- (3237261)

About the job

Job Summary

Provides support to the Orthopedics-Kaplan Joint Center department at Newton Wellesley by performing high-level administrative functions. Functions as an example to practice staff of efficient and effective center support. Demonstrates and provides exemplary customer service that is friendly, helpful and reduces anxiety to all patients, peers, physicians, and MGH/NWH departments. Effectively uses various computer systems, learning new programs as appropriate. Works within the electronic medical record for scheduling patients and communicating with others within MGB. Processes requests for information/medical records according to guidelines. Updates existing patient information with strict attention to detail and maintains patient privacy. Schedules appointments and surgeries. Assists with on-boarding and training of new staff. General practice tasks as assigned by Practice Specialist and Practice Manager.

Essential Functions

Schedules all patient appointments in person or through the order Workqueue including complex infusion scheduling along with scans and other specialty appointments across MGB.

Maintains a strong command of hospital registration/scheduling system.

Answers multi line telephone system promptly and gathers screening information; takes, relays and manages messages and/or provides routine information. Retrieves voicemail messages, returning calls or forwarding messages as needed.

Coordinates and maintains providers’ master surgical schedules using EPIC and administrative calendar using Outlook

Reconcile expense reimbursements for team/provider through PeopleSoft

Organizes and maintains patient records, logs and other controlling systems; retrieves files as needed. Develops and maintains systems to assure accurate, confidential, retrievable information.

Photocopies and releases information to appropriate parties, including copies for subpoenas, third party administrators, patients.

Referral management, specialty testing prior authorization and scheduling of special testing.

Demonstrates understanding of the legal implications disseminating patient information.

Opens, sorts, distributes, prioritizes and/or files incoming documents, mail and other correspondence.

Maintains, orders and stocks inventory of supplies and makes recommendations regarding needs.

Works collegially with private practice office/support operations personnel to support patient flow and operations.

Completes other special projects and administrative tasks that are assigned on a routine basis.

Education/Experience

High school graduate or equivalent with minimum two years medical office experience; Associate degree preferred.

Knowledge and Skills

Proficiency in Microsoft Office, data entry and other PC based applications required.

Knowledge of medical terminology required.

Proficient in verbal and written communication.

Demonstrated evidence of:

effective communication skills

ability to problem solve

ability to get along with others

ability to confront issues appropriately

ability to handle confidential and potentially sensitive information

Qualifications

Education/Experience

High school graduate or equivalent with minimum two years medical office experience; Associate degree preferred.

Knowledge and Skills

Proficiency in Microsoft Office, data entry and other PC based applications required.

Knowledge of medical terminology required.

Proficient in verbal and written communication.

Demonstrated evidence of:

effective communication skills

ability to problem solve

ability to get along with others

ability to confront issues appropriately

ability to handle confidential and potentially sensitive information

RSRMGB

Primary Location

MA-Newton-NWH Main Campus

Work Locations

NWH Main Campus

Job

Administrative Support

Organization

Newton-Wellesley Hospital(NWH)

Schedule

Full-time

Standard Hours

40

Shift

Day Job

Employee Status

Regular

Recruiting Department

NWH Kaplan Joint Center

Primary Location MA-Newton-NWH Main Campus

Work Locations NWH Main Campus 2014 Washington Street Newton 02462

Job Administrative Support

Organization Newton-Wellesley Hospital(NWH)

Schedule Full-time

Standard Hours 40

Shift Day Job

Employee Status Regular

Recruiting Department NWH Orthopedics

Job Posting Mar 22, 2023