Administrative Coordinator at Massachusetts General Hospital(MGH) in Boston, Massachusetts

Job Description:

GENERAL SUMMARY/ OVERVIEW STATEMENT:



MGH Pulmonary & Critical Care is looking for a competent, professional individual for the role of Administrative Coordinator. The Administrative Coordinator (AC), under supervision of the Practice Manager, will be responsible for ensuring timely ordering, documentation and data entry of durable medical equipment (DME) and related supplies. The AC will provide the highest level of customer service to patients, physicians, and all practice/hospital personnel, communicating clearly to vendors, patients, and providers. The AC will act as a liaison for customer calls and assist with coordination of care alongside the triage nurses.


The AC will function as the primary interface between patients, clinical staff, and providers on all matters related to DME, as well as the administrative support for the clinic nursing staff for any other tasks within the AC's scope. The AC must be able to work as part of a team as well as independently to identify and resolve administrative challenges as they arise. The emphasis is placed on customer service, the ability to organize priorities, complete tasks, manage confidential patient information, schedule patient appointments, diagnostic testing, referrals and other managed care related issues. Serves as an overall resource person for support staff.


Applicants with a strong work history as a Patient Service Coordinator and exceptional problem solving, analytical, and overall administrative skills are encouraged to apply.



PRINCIPAL DUTIES AND RESPONSIBILITIES:



• Liaises with patients, families, providers in order to effectively and efficiently meet DME needs in a variety of settings.


• Tracks, maintains, and orders DME products under the direction of an ordering provider


• Communicates with and provides education to patients and families on DME options, as well as expectations for the DME provider.


• Proactively works to resolve issues and to resolve barriers.


• Ensures that all necessary documentation and authorization is obtained as it relates to payer requirements.


• Triages all incoming requests based on the date of receipt and date of service for the customer to ensure appropriate action is taken related to service level agreements. Schedules patient appointments as needed to renew products.


• Establishes and maintains effective channels of communication and a professional relationship with RN's, physicians, co-workers, and vendors


• Actively assists clinic triage nurses with the sorting and triaging of messages coming into the message pool, and handles all messages within the scope of an AC


• Initiates, tracks, and documents prior authorizations for a variety of medications and DME


• Works directly with clinic triage nurses to provide administrative support for managing patient calls, urgent sick visits, orders, etc.


• Provides support and information to providers to problem solve and manage complex administrative patient issues.


• Understands all HMO, Managed Care and other third-party insurers. Functions as a resource for patients around managed care plans, insurance and referral issues.


• Maintains confidentiality and privacy, which is consistent with HIPAA guidelines.


• Has full knowledge of the Cadence scheduling system.


• Schedules clinic appointments when necessary and in support of clinic RNs and coordinates the scheduling of diagnostic testing.


• Provides cross coverage for other practice staff members for absences, vacations, and during variations in workflow as needed.


• Monitors fax machine and fax items.


• Performs all other related tasks which would facilitate the flow of patients through the practice, or which would enhance the quality of service to patients.


• Identifies and communicates to the Practice's leadership issues of process creating inefficiencies within the operation. Assist in their resolution, working with management for the department as a whole.


• Works on special projects as directed.



Qualifications

Strong computer skills necessary to use appropriate modules of Cadence, electronic medical record modules, Microsoft Word, Excel, and Outlook.


Knowledge and understanding of the MGH Radiology Scheduling System (Powershare/Foil)


Good command of the English language, including medical terminology


Exceptional organizational skills, flexibility to manage multiple tasks and accurate attention to details.


Ability to work independently or within a team environment.


Excellent and effective interpersonal and communication skills with both staff and patients


Demonstrated ability to work effectively and courteously with various groups of patients, staff and providers.


Demonstrated ability to problem solve and function as a resource to other members of the team and resolve complex issues on behalf of the providers and the patients.


Demonstrated in-depth understanding of managed care and all other pertinent insurance/medical coverage


Demonstrated knowledge of HIPAA Confidentiality and Privacy Policies



EEO Statement

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.