Patient Services Coord. III
- (3277570)The Patient Services Coordinator III (PSC III), under general supervision, provides administrative support to staff Surgeon in a high-volume ambulatory practice setting. The PSC III works with administrative manager and clinical support team to provide Surgeons with the necessary support for their practices. Primary responsibilities include visit planning/scheduling for patients, maintaining complex and ever-changing Provider calendars, communicating updates or conflicts in schedules, and assisting with academia and research for respective physicians.
Clinical
- Visit Planning:
- Requests/obtains/coordinates outside films, pathology reports, ultrasound/imaging reports and lab results, as well as any additional clinical information needed to insure efficiency and accuracy of consultations and second opinion visits.
- Send out confirmation/reminder letters in advance of appointments
- Ensure that all pre-testing is done by completing laboratory and/or radiology requisitions.
- Follows up with patients after visits to coordinate the necessary subsequent visit(s)
OR Case Planning:
- Manage preparation of surgical cases
- Confirm pre-op testing
- Process necessary paperwork and EMR workflows
- Confirm date and time of procedure.
Research Trials:
- Schedules appointments for patients enrolled in clinical trials and/or research studies.
- Maintains appropriate logs and consents for research compliance.
- Ensures that research patient’s visits, ancillary tests, and any related procedures are billed to the appropriate research fund and not to Medicare or any other third party payer.
- Reports any changes or concerns to the principal investigator’s research team and the administrative manager, and assist with resolution as appropriate
Billing:
- Tracks referrals and ensures insurance information is obtained and verified prior to appointment
- Compiles encounter forms and reviews for accuracy and completeness for submission to charge entry.
Practice Group Management:
- Helps create and maintain doctor-specific and department specific operational guides
Administrative
- Maintains physician’s calendar; managing physician’s academic appointments and academic/professional schedule.
- Edits, proofreads and prepares recommendations, reports, abstracts, manuscripts, correspondence, research protocols, etc. and maintains appropriate file copies as requested by physician/fellows working with physicians.
- Books travel and arranges meetings
- Retrieves, screens and triages physician’s mail.
- Answers telephones; arranges for forwarding and removal of telephones to answering service; places/returns telephone calls for physician as requested.
- Prepares and distributes physician Curriculum Vitae on a regular basis as needed.
- Assists in ongoing administrative coordination and documentation.
- Performs photocopying, faxing, filing as requested
- Works with physician or Administrative Manager to accrue patients and follows appropriate billing procedures for all types of visits.
- Assists in the preparation of grants and research studies.
- Assists in ongoing coordination and documentation of research paperwork.
- Actively attends and participates in departmental meetings
Operational Management
- Active participant in the development and sharing of best practices
- Active participant in continuous improvement
- Active participant in all projects/tasks administered by the Administrative Manager
- Help to orient new staff as appropriate
Qualifications
- Knowledge of computer skills necessary to use programs required for day to day clinic and administrative operations (Word, Excel, Outlook, internet, MGH electronic health systems, etc)
- Good verbal and written communication, including the use of medical terminology
- Exceptional organizational skills, flexibility to manage multiple tasks and the accurate attentive to details
- Ability to work independently or within a team environment
- Excellent and effective interpersonal and communication skills
- Excellent customer service skills
- Demonstrated ability to work effectively and courteously with various groups of patients, staff and providers.
- Demonstrated ability to problem solve and function as a resource to other members of the team, and resolve complex issues on behalf of the providers and the patients.
- Demonstrated in-depth understanding of managed care and all other pertinent insurance/medical coverage
- Demonstrated knowledge of HIPAA Confidentiality and Privacy Policies
- Demonstrated understanding of Disaster protocols to include: fire, safety and code calls, per the mandatory training, as outlined by MGH and TJC guidelines
- High School Diploma required
Job Location
MGH Vein Care – Stoneham
21 Montvale Ave.
Stoneham, MA 02180
High School Diploma or GED required.
Associates or Bachelor's Degree preferred, or 5+ years of experience as a medical scheduler in surgical office and administrative assistant to physician surgeons.