The Planet Group
Job Description
Practice Coordinator Contract, 3 months (could extend) $23-26hr Location:
Onsite daily in Weymouth, MA
Must haves: -1+ years of administrative experience in a medical / healthcare office -Covid (first dose + 1 booster) -Flu shot -MS Office (Outlook)
Preferred: -Epic
Job Description:
The Practice Coordinator is responsible for supporting the office. Responsibilities include scheduling, confirming appointments, patient interaction (telephone and in-person), administrative practice support, and special projects. The Practice Coordinator is located at the front desk of the department and is simultaneously responsible for greeting patients in person, answering the telephones, executing their scheduling responsibilities and supporting staff as needed. Essential duties include administrative support and coordination for radiation oncology physicians, nurse practitioners, physician assistants, physicists, dosimetrists, 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, welcome for patients arriving for appointments, and represents the customer service orientation of our practice. He/she is expected to exhibit professional behavior through adherence to our site-specific policies, procedures, and codes of conduct.
Knowledge and Skills include:
Knowledge of managed care policies and medical terminology preferred. Working knowledge of Epic 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.
ESSENTIAL FUNCTIONS
1 - Administrative Support:
a - Answer telephone in a courteous and timely manner. Screen all calls for emergencies and triaging as needed, ensuring the patient's needs are met. Record clear, concise, accurate messages and ensure their timely delivery to staff and providers.
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 - Facilitate coordination of patient disability forms to ensure completion and return to patient in a timely manner
e - Facilitates prescription refills for patients, as needed.
f - Recognize 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 waiting areas.
h - Provides customer service to colleagues and other staff members on the use of specific systems as well as on-site and Longwood-based processes.
i - Monitors the lobby and waiting areas for neatness and cleanliness and ensures that appropriate assistance is given to the patients and family members.
j - Ensure support of the departments providers and nursing staff, including triaging of needs, collections of necessary records or information as needed in a timely manner.
2 - Patient Check-In:
a - Greet all patients and visitors entering the department; verbally verify name, date of birth, telephone number, and MRN; provide and witness signing of consent form (if necessary); arrives patient in Epic; provides patient wristband. Updates patient information in Epic appropriately. b - Facilitate patient completion of necessary paperwork including registration information, hospital consent, patient rights, notice of privacy and radiation consent
c- Facilitate setup and ensure completion of patient reported outcome measures on iPads for/with patients
d - Collect copayment or coinsurance, document payment in Epic, generate receipt
e - Refer patients to financial counselor as appropriate.
f - Direct patient to the appropriate waiting area.
g - Act as the point of contact for all patients and staff with delayed appointments
h - Identify fall risk and precaution patients, as well as patients requiring private rooms for nursing needs
i - Escort all falls risk and precaution patients to appropriate waiting areas
3 - Patient Check-out:
a - Schedule (and reschedule) established appointments for radiation oncology providers;
b - Coordination of all ancillary appointments (lab, imaging, medical and/or surgical oncology as well as procedures, etc.) associated with established appointments for patients using Epic ARIA, and other systems. This requires contacting other DFCI, South Shore Health, Mass General Brigham and outside healthcare departments or other providers and sending order/requisition and patient clinical information.
c - Obtain 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 - Review charts and appointments scheduled the following day.
c - Reschedules patients that have not had prior required diagnostic imaging/lab work.
d - Ensure radiology and lab orders are linked to appointments.
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.
g - Carry out departmental quality assurance checks (e.g. consult notes, follow up note QA) to ensure patient charts, documentation and care are complete and accurate.
h - Confirm all appointments with patients via telephone and complete necessary screening based on departmental guidelines.
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 - Radiation and Surgical scheduling:
a - Schedule established patient appointments prior to simulation for patient consent, IV contrast nursing education.
b - Schedule procedures for patients with ancillary services include urology, gastroenterology, neurosurgery etc.
c - Coordination of scheduling brachytherapy procedures in conjunction with OR scheduling department and urology office.
d - Contact insurance payer for prior authorization as necessary for all above surgical scheduling.
e - Facilitate live provider coverage of stereotactic (SBRT/SRS/SRT) cases for all linear accelerator machines
f - Schedule weekly on treatment visits for every patient undergoing radiation treatment with the attending physician or covering physician and manage scheduling on an ongoing basis as schedules fluctuate. Ensure coordination of appointments with medical and surgical oncology as well as other departments as needed.
g - Reconcile master schedule against Aria and Epic, ensuring schedules in all 3 systems match
h - Reconfirm all next day consultation, established, simulation and new start appointments for the next day and reviewing prep if applicable in the corresponding system: Aria vs Epic
Technology and Learning:
a - Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
b - Embraces technological advances that allow us to communicate information effectively and efficiently based on role.
c - Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
d - Act as a super user for systems and departmental technologies as needed for all staff. Provide training, support and assistance to others in these areas as needed.
e - Schedule virtual visits for patients and provide support to patients and providers as needed
#LI-DA1 #AFHR
The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it's from an official Planet domain (@theplanetgroup.com or @launchcg.com) - and not a domain with an alternative extension like .net, .org or .jobs.
The Planet Group and our companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.
Practice Coordinator Contract, 3 months (could extend) $23-26hr Location:
Onsite daily in Weymouth, MA
Must haves: -1+ years of administrative experience in a medical / healthcare office -Covid (first dose + 1 booster) -Flu shot -MS Office (Outlook)
Preferred: -Epic
Job Description:
The Practice Coordinator is responsible for supporting the office. Responsibilities include scheduling, confirming appointments, patient interaction (telephone and in-person), administrative practice support, and special projects. The Practice Coordinator is located at the front desk of the department and is simultaneously responsible for greeting patients in person, answering the telephones, executing their scheduling responsibilities and supporting staff as needed. Essential duties include administrative support and coordination for radiation oncology physicians, nurse practitioners, physician assistants, physicists, dosimetrists, 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, welcome for patients arriving for appointments, and represents the customer service orientation of our practice. He/she is expected to exhibit professional behavior through adherence to our site-specific policies, procedures, and codes of conduct.
Knowledge and Skills include:
Knowledge of managed care policies and medical terminology preferred. Working knowledge of Epic 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.
ESSENTIAL FUNCTIONS
1 - Administrative Support:
a - Answer telephone in a courteous and timely manner. Screen all calls for emergencies and triaging as needed, ensuring the patient's needs are met. Record clear, concise, accurate messages and ensure their timely delivery to staff and providers.
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 - Facilitate coordination of patient disability forms to ensure completion and return to patient in a timely manner
e - Facilitates prescription refills for patients, as needed.
f - Recognize 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 waiting areas.
h - Provides customer service to colleagues and other staff members on the use of specific systems as well as on-site and Longwood-based processes.
i - Monitors the lobby and waiting areas for neatness and cleanliness and ensures that appropriate assistance is given to the patients and family members.
j - Ensure support of the departments providers and nursing staff, including triaging of needs, collections of necessary records or information as needed in a timely manner.
2 - Patient Check-In:
a - Greet all patients and visitors entering the department; verbally verify name, date of birth, telephone number, and MRN; provide and witness signing of consent form (if necessary); arrives patient in Epic; provides patient wristband. Updates patient information in Epic appropriately. b - Facilitate patient completion of necessary paperwork including registration information, hospital consent, patient rights, notice of privacy and radiation consent
c- Facilitate setup and ensure completion of patient reported outcome measures on iPads for/with patients
d - Collect copayment or coinsurance, document payment in Epic, generate receipt
e - Refer patients to financial counselor as appropriate.
f - Direct patient to the appropriate waiting area.
g - Act as the point of contact for all patients and staff with delayed appointments
h - Identify fall risk and precaution patients, as well as patients requiring private rooms for nursing needs
i - Escort all falls risk and precaution patients to appropriate waiting areas
3 - Patient Check-out:
a - Schedule (and reschedule) established appointments for radiation oncology providers;
b - Coordination of all ancillary appointments (lab, imaging, medical and/or surgical oncology as well as procedures, etc.) associated with established appointments for patients using Epic ARIA, and other systems. This requires contacting other DFCI, South Shore Health, Mass General Brigham and outside healthcare departments or other providers and sending order/requisition and patient clinical information.
c - Obtain 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 - Review charts and appointments scheduled the following day.
c - Reschedules patients that have not had prior required diagnostic imaging/lab work.
d - Ensure radiology and lab orders are linked to appointments.
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.
g - Carry out departmental quality assurance checks (e.g. consult notes, follow up note QA) to ensure patient charts, documentation and care are complete and accurate.
h - Confirm all appointments with patients via telephone and complete necessary screening based on departmental guidelines.
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 - Radiation and Surgical scheduling:
a - Schedule established patient appointments prior to simulation for patient consent, IV contrast nursing education.
b - Schedule procedures for patients with ancillary services include urology, gastroenterology, neurosurgery etc.
c - Coordination of scheduling brachytherapy procedures in conjunction with OR scheduling department and urology office.
d - Contact insurance payer for prior authorization as necessary for all above surgical scheduling.
e - Facilitate live provider coverage of stereotactic (SBRT/SRS/SRT) cases for all linear accelerator machines
f - Schedule weekly on treatment visits for every patient undergoing radiation treatment with the attending physician or covering physician and manage scheduling on an ongoing basis as schedules fluctuate. Ensure coordination of appointments with medical and surgical oncology as well as other departments as needed.
g - Reconcile master schedule against Aria and Epic, ensuring schedules in all 3 systems match
h - Reconfirm all next day consultation, established, simulation and new start appointments for the next day and reviewing prep if applicable in the corresponding system: Aria vs Epic
Technology and Learning:
a - Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
b - Embraces technological advances that allow us to communicate information effectively and efficiently based on role.
c - Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
d - Act as a super user for systems and departmental technologies as needed for all staff. Provide training, support and assistance to others in these areas as needed.
e - Schedule virtual visits for patients and provide support to patients and providers as needed
#LI-DA1 #AFHR
The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it's from an official Planet domain (@theplanetgroup.com or @launchcg.com) - and not a domain with an alternative extension like .net, .org or .jobs.
The Planet Group and our companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.