Practice Coordinator II
Company: South Shore Health
Posted on: November 24, 2022
If you are an existing employee of South Shore Health then
please apply through the internal career site.
LOC0026 - 101 Columbian Street101 Columbian Street
Weymouth, MA 02190
SSH Medical Oncology Cancer Center
Day (United States of America)
The Practice Coordinator II reports directly to the Practice
Manager. He/she will be the first point of contact in our infusion
unit and is expected to exhibit professional behavior through
adherence to DFCI/SSH and site-specific policies, procedures, and
codes of conduct. He/she will be responsible for checking in all
patients, as well as, effective and efficient scheduling of
patients receiving chemotherapy, immunotherapy, and/or supportive
care treatment in the medical oncology infusion unit. As majority
of patients receiving care in the infusion unit are on treatment
plans where time sensitivity is crucial for successful patient
outcomes, understanding treatment frequencies of regimens and the
importance of following treatment guidelines is vital in this role.
Advanced clerical skills, decision making and the ability to
multi-task and prioritize are essential.
Responsibilities consist of checking in patients, scheduling
multiple complex appointments for a high volume of patients in
accordance with chemotherapy/immunotherapy treatment plans and
scheduling guidelines, imaging, interventional radiology,
concurrent chemotherapy/radiation therapy, and outside referral
appointments. Patient interaction both telephone and in-person.
Consistently working with the nursing team to ensure appointments
are entered appropriately and accurately. Updating any scheduling
changes as they may occur. Special projects as needed.
Essential duties include administrative practice support and
coordination for providers, nurse practitioners, oncology nurse
navigators, infusion nurses, and research nurses; managing
schedules for providers and nurses, ensuring safe practice by
informing the Nurse Manager of high patient acuity levels so that
proper staffing can be coordinated; scheduling appointments while
following guidelines that promote and support a safe clinical
practice, patient comfort, and continuity of care for complex
visits. Managing direct communication with patients and family
members and having a high standard of timely communication is
critical to this role.
1. Administrative Support of Practice
a. Answer telephone; triage calls as necessary.
b. Retrieves messages from the answering service and triages
c. Responds to a high volume of In-basket/Patient Gateway
scheduling requests in a timely manner.
d. Handles incoming requests for medical records and mails/faxes
information as appropriate; works appropriately with HIS on medical
e. Facilitates prescription refills for patients, as needed.
f. Recognizes emergencies and appropriately responds using standard
operating procedures and critical thinking skills.
g. Supports patient flow by appropriately directing patients and
family members and managing the infusion waiting area.
h. Provides customer service to colleagues and other staff members
on the use of specific systems as well as on-site processes.
i. Monitors the waiting areas for neatness and cleanliness and
ensures that appropriate assistance is given to the patients and
j. Carries out specific processes in the patient scheduling systems
so that correct special billing and revenue processes function
k. Handles daily schedule changes for nursing staff.
l. May be required to perform other duties as required by the
clinical practice support team.
m. Reviews "type" of patient appointment and ensures necessary lab
orders are linked and any specific consents have been obtained.
2. Patient Check-In
a. Greets patients; verbally verifies name and DOB; arrives patient
in Epic; provides patient wristband. Updates patient information in
b. Prints patient encounter form; directs patient to the
appropriate waiting area
c. May be responsible for mini-registrations, insurance
verification, and intake for new patients
3. Patient Check-Out
a. Schedule follow up appointments for exam and infusion services;
coordinates ancillary appointments (lab, imaging, radiation
oncology, biopsies, outside referrals) using Epic system. This may
require contacting other DFCI departments or external providers and
sending order/requisition and patient clinical information.
b. Schedule new chemotherapy/immunotherapy appointments and port
placement procedure when necessary.
c. Coordinate care with main campus and/or local sites and
facilitate appointments. Tracking referrals to ensure appointments
are scheduled and patients arrive.
4. End of Day Functions
a. Ensures all patient appointments have been checked in.
b. Reconcile the infusion DAR to ensure all patients that arrived
in clinic have been set up for future appointments.
c. Checks that all next day appointments have labs scheduled if
required and that necessary lab orders are linked for specific
d. Assists in the review of office supply levels to ensure adequate
supplies at front desk. Receives shipments to the unit and places
supplies and stock items in proper storage area.
Associates degree and/or 4-6 years of equivalent experience
Minimum Work Experience
Experience working in a medical setting and knowledge of medical
Required additional Knowledge and Abilities
Demonstrated ability to carry out complex scheduling as
Exceptional customer service, both written and verbal.
Excellent organizational, decision-making, communication, and
Ability to multitask and work as an effective member of an
Ability to function in a busy work setting with patients with
Working knowledge of Epic or other hospital/professional services
electronic medical records systems.
Proficient computer skills are required and strong understanding of
Microsoft Office product suite.
Ability to interact professionally with peers, leadership, and
Ability to be organized in a fast-paced environment, prioritize,
and meet urgent needs of the patients and/or clinic.
Self-starter with strong team player/building and leadership
Responsibilities if Required:
Education if Required:
Keywords: South Shore Health, Weymouth , Practice Coordinator II, Other , Weymouth, Massachusetts
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