The Practice Coordinator appropriately supports patients, families, caregivers, and clinicians to coordinate pediatric needs in a culturally sensitive manner. The Practice Coordinator optimizes clinic schedules, organizes mail, outside electronic medical requests, conducts population health outreach, and other administrative duties as assigned. In additional he/she gathers information for patient registration: schedule appointments, verify demographic, insurance, and financial information for patients. Coordinate and arrange for services provided in Pediatric Primary Care, various Boston Medical Center specialties, and occasionally outside referrals.
Responsible for coordinating and documenting in the electronic medical record all the functions and activities related to patient access including, but not limited to: front end customer service, patient registration, insurance/coverage verification, appointment, surgical, and procedural scheduling and a variety of administrative duties in support of the pediatric department (such as handling phones & mail, filling out forms, filing, photocopying, faxing, preparing letters, reports, and other administrative duties as assigned).
Practice Coordinators participate in research studies being implemented in the ambulatory clinic as related to work flow, managing and collecting research data in standardized forms and making update reports to providers and researchers.
ESSENTIAL RESPONSIBILITIES / DUTIES:
1) Addressing Needs
- Assists with scheduling outpatient and surgical visits as well as follow-up as needed (including consults, tests, in-office procedures, follow-up visits and cross-booking interpreters, radiology, etc.) with specialty clinics
- Coordinates external referrals and authorizations to specialists and other care providers (i.e., external providers, Behavioral Health, Enteral and Incontinence Durable Medical Equipment)
- Requests school and early Intervention documentation
- Identifies areas of improvement for the front desk and office flow
- Assists in the training of new staff members in the practice’s standard of operations policies regarding patient care
- Monitors schedules for wait lists, re-schedules and cancellations. Recommends improvements to workflows to ensure maximum schedule utilization
- Maintains inventory of supplies, equipment and/or reagents. May order supplies/equipment/reagents as authorized or ensure that needs are escalated appropriately. Receives supply orders and confirms accuracy of delivery. May assist with cost control.
- Coordinate non-emergency transportation (PT-1) requests
- Provide educational materials and support families as it relates to care coordination.
- Uses a variety of cultural, linguistically and educational appropriate strategies, in a variety of settings. Coordinates with Interpreter Services, as needed.
- Collaborates and coordinates with health care team members, including medical practice assistants, medical providers, patient navigators and social workers to support patient needs.
- Coordinates all outside referrals and ensures that families know where to go and what is necessary to keep these appointments.
- Provides support as needed to optimize daily flow
- In addition, performs a wide variety of administrative duties to ensure proper functioning of assigned department including, but not limited to:
- Educates patients about the patient portal and encourages patient participation
- Reception & customer service
- Registration demographics
- Visit management
- Insurance/coverage verification
- Co-payment collection
- Front-end review and correcting registration & insurance edits
- Pre-authorization, referral coordination and referral reconciliation
- Referral work lists
- Provides a variety of administrative duties in support of the practice (such as handling phones & mail, filling out forms, filing, photocopying, faxing, preparing letters, reports, etc.).
2) Compliance and Contract reporting:
- Documents patient encounters, resource development efforts, and other interventions for each patient, including date, time, and signature in the electronic medical record.
- Complies with departmental, regulatory and contract requirements for documentation recording, and data collection, and submits department statistics and other records and reports within required time frames.
3) Research
- Works closely with the Pediatric Research Group to ensure that patients are provided information about and access to research studies and survivorship services and events
- Provides interventions according to research stu