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Practice Coordinator

Company: South Shore Health
Location: Weymouth
Posted on: November 26, 2022

Job Description:

If you are an existing employee of South Shore Health then please apply through the internal career site.

Requisition Number:



LOC0026 - 101 Columbian Street101 Columbian Street
Weymouth, MA 02190

Department Name:

SSH Radiation Oncology Cancer Center


Full time

Budgeted Hours:



Day (United States of America)

The Practice Coordinator reports directly to the Practice Manager and is responsible for supporting administrative duties for the practices. Responsibilities include scheduling, confirming appointments, patient interaction (telephone and in-person), administrative practice support, and special projects. Essential duties include administrative support and coordination for provider, radiation oncology, and infusion services consisting of physicians, nurse practitioners, physicists, program nurses, staff nurses, and research nurses; scheduling appointments; following guidelines that support safe clinical practice, patient comfort, continuity of care for complex visits; a high standard of timely communication and rescheduling as necessary; and coordination of clinical visit related reports, documentation, requisitions, and other materials. Managing direct communications with patients and family members is critical to this role; he/she provides the first greeting and welcome for patients arriving for appointments and represents the customer service orientation of our practice. The Practice Coordinator also provides general administrative support to on-site leadership and providers as needed. Duties include scheduling appointments, scanning and faxing documents upon request. He/she is expected to exhibit professional behavior through adherence to DFCI and site-specific policies, procedures, and codes of conduct. The Practice Coordinator will work directly with the Dana-Farber Access Management staff at the Longwood campus, as appropriate, to process referrals, authorizations and financial counseling, working together to promptly assist the patient (and resolve discrepancies).


1 - Administrative Support of Practice

a - Answer telephone; triage calls as necessary.

b - Transition telephones to and from answering service; retrieves messages from the answering service and triages appropriately.

c - Handles incoming requests for medical records and mails/faxes information as appropriate; works appropriately with Health Information Management (HIM) on medical requests and changes to personal patient information (i.e. patient name change).

d - Facilitates prescription refills for patients, as needed.

e - Recognize emergencies and appropriately responds using standard operating procedures and critical thinking skills.

f - Supports patient flow by appropriately directing patients and family members and managing the waiting areas.

g - Provides customer service to colleagues and other staff members on the use of specific systems as well as on-site and Longwood-based processes.

h - Monitors the lobby and waiting areas for neatness and cleanliness and ensures that appropriate assistance is given to the patients and family members.

2 - Patient Check-In

a - Greet patients; verbally verify name, date of birth, telephone number, and MRN; provide and witness signing of consent form (if necessary); arrives patient in IDX; provides patient wristband. Updates patient information in IDX appropriately.

b - Collect co payment or coinsurance, document payment in IDX, generate receipt

c - Refer patients to financial counselor as appropriate.

d - Direct patient to the appropriate waiting area.

3 - Patient check-out

a - Schedule follow up appointments for exam and infusion services; coordinates ancillary appointments (lab, imaging, radiation oncology, etc) using IDX, Percipio, ARIA, and other systems.

b - Assist in scheduling other ancillary appointments, including but not limited to: imaging and lab. This requires contacting other DFCI departments or other providers and sending order/requisition and patient clinical information.

c - Obtain same day insurance authorizations and referrals

4 - End of day functions

a - Reconcile daily payments; places cash, checks, and receipts in designated secure location; prepares cash and checks for deposit.

b - Prepare paper charts and other forms for appointments scheduled the following day.

c - Run list of next day radiology appointments and reschedules those without required authorizations.

d - Ensure radiology and lab orders have the required physician signature.

e - Print daily schedule/appointment forms and distributes to providers and other staff.

f - May run clinic reports such as bump lists, financial reconciliations, past pending, missing charges, next day appt lists, other work lists

5 - Order supplies/shipments

a - Maintain adequate supply of necessary paper forms and office supplies.

b - Receive shipments for practice and places supplies and stock items in the proper storage area.

c - Process order for office supplies in the unit under the direction of the Operations Manager.

6 - Surgical scheduling (as needed)

a - Schedule port placements for IV access.

b - Ensure surgical data sheets are complete

c - Ensure surgical order is completed by physician and sent to pre-admission testing.

d - Schedule OR time with OR scheduling department.

e - Contact insurance payer for prior authorization as necessary.


Minimum Education - Preferred

Associate's degree and/or 0-2 years equivalent experience preferred.

Minimum Work Experience

Minimum of one to two years of experience in a customer service or medical environment required, related secretarial and scheduling experience preferred.

Required additional Knowledge and Abilities

* Knowledge of managed care policies and medical terminology preferred.
* Working knowledge of GE Centricity or other hospital/professional services billing systems.
* Strong understanding of Microsoft Office product suite.
* Excellent customer service and communication skills, both written and verbal.
* Self starter with strong team player and leadership abilities.
* Knowledge of medical terminology preferred.

Shift varies between 7a - 3:30 or 8:30a - 5p

Responsibilities if Required:

Education if Required:

License/Registration/Certification Requirements:

Keywords: South Shore Health, Weymouth , Practice Coordinator, Other , Weymouth, Massachusetts

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