Office Coordinator at Partner's Healthcare in Somerville, Massachusetts

Job Description:

Site: Mass General Brigham Incorporated


At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission-from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.


At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare - people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds - to apply.



Job Summary
The Occupational Health Office Coordinator (OC) reports into the Office Manager for the Occupational Health Clinic. The OC is being responsible for providing daily support for the administrative operations and functions in the clinic. The OC supports patient scheduling and the general administrative support for Occupational Health and related Workers' Comp workflows, including data entry and storage of clinical data in appropriate applications, providing front-desk coverage which includes: answering phone calls, greeting and checking-in customers, scheduling appointments and additional front-desk related activities. The OC will also be assigned other administrative functions that support the overall clinical operation of the OH clinic in a seamless and efficient manner. Additionally, the office coordinator may be asked to support department workflows at an Enterprise level as required.


The OC must be detail-oriented and able to work independently in an organized fashion, while managing multiple job demands. Works collaboratively with other administrative and clinical co-workers and functions as a productive team member. Must be able to develop a thorough knowledge of office procedures and policies. Must have working knowledge of Microsoft Office Products and able to learn other windows-based programs.


Responsibilities:


• Answers telephone calls, manages correspondence both e-mailed and faxed


• Maintains health records including electronic filing, scanning documents into multiple databases, obtaining archived records, able to retrieve information as needed, and pull computer information for clinic staff use.


• Enters data and retrieves information into/from multiple databases including electronic health record, and PeopleSoft


• Follows HIPAA guidelines for the management of patient privacy and confidentiality including ensuring consent forms are completed before releasing or obtaining any records


• Consistently maintains courteous, helpful, caring, and professional manner with all interactions with both internal and external customers.


• Greets, checks-in, and aids customers from physicians and senior leadership to front line employees and internal colleagues with equal professionalism


• Answers inquires and responds to requests within the scope of responsibilities and refers inquires to clinicians as needed.


• Makes appts as requested from customers, HR, and all staff


• Contact customers with follow up appointments after vaccinations or lab work results


• Communicates and relays messages to clinical staff in an accurate and timely manner


• Support new hire activities at an Enterprise level as needed using the new hire portal, as required


• Meets deadlines and follow through on assigned projects


• Support administrative activities related to Workers' Comp as directed


• Must be able to reprioritize according to the needs of a busy setting and juggle multiple priorities


• Use/s the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration


• Other duties as assigned



Qualifications



Qualifications:


• Strong computer skills and strong knowledge of Word, Excel, and Outlook. Ability to work independently. Effective communication skills. Excellent customer service skills. Ability to function in a stressful environment and work effectively under pressure.


• Detail oriented


• Knowledge of Epic and other electronic-based clinical systems a plus


• Strong customer service skills


• Solid oral and written communication skills


• At least one year of experience in administrative services strongly preferred.


• High school diploma required. Associates degree preferred.


• English language proficiency


Skills/Abilities/Other Details:


• Possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization


• Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds, and levels within and external to the organization


• Strong problem solving and negotiation skills


• Requires minimal direction from leadership and possesses the ability to learn quickly


• Work in office


• Possibility of traveling to other occ health clinics for coverage


• While performing the duties of this job, the employee is frequently required to sit; talk; or hear; use hands to finger; handle; or feel; reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision and depth perception.


• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.



Additional Job Details (if applicable)


Additional Job Description



Remote Type


Onsite



Work Location


399 Revolution Drive



Scheduled Weekly Hours


40



Employee Type


Regular



Work Shift


Day (United States of America)



EEO Statement:


Mass General Brigham Incorporated is an Equal Opportunity 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.




Mass General Brigham Competency Framework



At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.