Job Description

Administrative Coordinator - (3239643)


GENERAL SUMMARY/ OVERVIEW STATEMENT: The Administrative Coordinator, under supervision of the Practice Manager, works collaboratively with the practice leadership team to oversee day-to-day frontline operations and coordination of administrative support staff. She/he provides cross-coverage as needed, troubleshoots issues as they arise, and manages staffing and/or operational issues in a time sensitive manner. PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Coordinates day-to-day performance of administrative and clinical support staff.
• Acts in the role of PSC I, PSC II and PSC III as needed (e.g. staff coverage).
• Assists practice leadership with development and revision of policies, programs and procedures. Develops and leads training for staff on administrative policies and procedures of the practice and the hospital.
• Evaluates, develops, and implements various administrative systems and procedures designed to maximize the PSC workflow, thereby creating staffing efficiencies.
• Works with practice leadership to manage staff schedules. Evaluates daily staffing needs and coordinates coverage to support patient flow and provider productivity.
• Participates in departmental preparation for Joint Commission and other regulatory site visits and Surveillance Rounds, ensures the physical environment is maintained (enters work orders, follows up).
• Ensures that HIPAA privacy policies and procedures are fully implemented and reviews any Patient Privacy changes with PSC team to ensure understanding and implementation.
• Assists in special projects to support practice goals and meet hospital revenue, compliance and patient satisfaction related topics.
• Builds and maintains ongoing working relationships with staff, clinical and physician members of the practice to facilitate positive morale and support provider workflow.
• Identifies, monitors, and resolves IS issues which impact the practice\xe2\x80\x99s operation. Participates in the evaluation of IS equipment and systems.
• Triages and manages patient telephone calls, utilizing courteous customer service skills.
• Maintains confidentiality and privacy, which is consistent with HIPAA guidelines.
• Provides cross coverage for other Practice staff members for absences, vacations, etc. and during variations in workflow, as needed.
• Ordering of all administrative supplies and consent forms for clinical and admin dept
• Provides back up to MA Team Lead for ordering clinical supplies via third party vendor
• Manage Incoming Mail/Faxes
• Manages all Epic Templates for providers with Vacation/Holidays.
• Address patient questions, complaints, and concerns
• Coordinates the workflow and schedules within the unit to ensure an efficient daily operation.
• Troubleshoots workflow as needed working with management to coordinate staffing and replacement coverage.
• Function as the pod/unit \xe2\x80\x9cSuper User\xe2\x80\x9d for EPIC CADENCE scheduling system.
• Performs all other duties as assigned.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Demonstrated experience to interface with various levels of the practice.
• Thorough knowledge of EPIC CADENCE system modules and its features, electronic medical record modules and transition to PATCOM, with all system features, as applicable.
• Demonstrated ability to work independently, with limited supervision, resolve issues, is organized, attentive to detail and achieve outcomes within the team.
• Excellent written and verbal communication skills.
• Ability to multi-task and organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Working knowledge of software applications including Microsoft Word, Excel, PowerPoint, Photoshop and Access databases.
• Customer-service orientation.
• Ability to make decisions independently or to escalate issues as needed.
• Demonstrates effective interpersonal and communication skills.
• Demonstrates knowledge of HIPAA Confidentiality and Privacy policies.
• Demonstrates an understanding of Disaster protocols to include: fire, safety, code calls, per the mandatory training, as outlined by MGH and JCAHO guidelines.

• Associate degree in Secretarial Science/Business, or a Secretarial Training Certificate Program preferred.
• Minimum of 5 years work experience in medical group practice, billing and/or managed care setting required.

EEO Statement


Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.


Primary Location MA-Boston-MGH Main Campus
Work Locations MGH Main Campus 55 Fruit Street Boston 02114
Job Administrative Support
Organization Massachusetts General Hospital(MGH)
Schedule Full-time
Standard Hours 40
Shift Day Job
Employee Status Regular
Recruiting Department MGH OB/GYN
Job Posting Apr 7, 2023