PATIENT SERV. COORD. III

3 weeks ago

Boston MA USA, United States Massachusetts General Hospital Full time
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.

Under the general direction of, and in collaboration with, the Unit Nurse Manager, the PSC III schedules BTS outpatient and inpatient therapies and procedures in the Epic Cadence scheduling system. Position responsible for efficient operation of the clinic including telephone answering, patient check-in and supply ordering and tracking. In addition, this position performs pick up/delivery of medications and blood products, tracking patient pre-authorizations and referrals, data entry as well as preparing and maintaining patient records and occasional special projects. Regular hours are Mon-Fri 7am-3:30pm.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

Performs Epic Cadence scheduling of therapeutic phlebotomy and autologous whole blood donors, transfusions, infusions, stem cell patients/donors, thereapeutic apheresis patients, and ECP photopheresis patients. Coordinates the scheduling of multiple appointments. Coordinates the outpatient schedule to ensure appropriate patient quantity and suitable daily operational schedule.

Creates PACE labels for patient identification and billing purposes, as needed.

Maintains adequate office and departmental supplies in a neat and organized manner. Performs a weekly materials management supply inventory. Orders office and medical supplies appropriately. Maintains critical supplies list.

Answers the phone(s) and email in a timely manner, documenting patient data accurately and completely. Responds appropriately to doctor - nurse requests. Asks for help appropriately.

Maintains all appropriate patient medical records on-site, for the required amount of time. Sends original patient records to the MGH Medical Records department weekly.

Performs BTS and MGB/Epic data entry as required to manage patient statistics required for daily practice.

Performs all other clerical support duties, as required, or as needed.

In collaboration with the unit nurse manager, investigates and resolves issues relating to and arising from the pre-authorization and/or referral processes, which interrupts the delivery of care to a patient or the reimbursement for services rendered.

In collaboration with the unit nurse manager addresses patient questions, complaints and/or concerns.

In collaboration with the unit nurse leader, attends MGH Ambulatory Practice Support meetings.

Obtains and maintains Scheduling administrator status to assist the BTS in Epic Cadence scheduling system issues and concerns.

Identifies and communicates to the unit nurse manager process issues creating inefficiencies within the BTS Clinic. Assists in the resolution of these issues by working with the outpatient support staff and the unit nurse manager to ensure a positive outcome.

Works with the unit nurse manager to coordinate staffing and replacement coverage. Actively participates in the orientation and training of new staff, in collaboration with the unit nurse manager.

Collaborates with co-workers to ensure HIPAA Confidentiality and Privacy Policies is fully implemented.

Collaborates with the BTS staff to ensure efficient and safe patient processing, including supporting BTS nursing in emergency situations.

Manages and monitors the patient medical records retained in the BTS. Prepares the patient charts for use by the BTS physicians and nurses. Obtains, maintains, and retains physician's paper orders in a safe and orderly fashion.

Travels to the Blake pharmacy to obtain ordered intravenous medications, as well as travels to the Blood Bank to pick up ordered blood components/derivatives, also to Yawkey 9E for neupogen for BMT donors, STAT lab, core lab, and flow cytometry to deliver samples.

Assists with special projects as required.

QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

HS Diploma required, associate's degree preferred.

Minimum of 3 years work experience in medical group practice, billing and/or managed care setting

Basic computer and keyboard skills required.

Excellent customer service skills required.

Epic Cadence scheduling skills a plus.

Basic anatomy and physiology knowledge base is desired.

Fluency in languages, in addition to English, is desired.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, measurable, objective, and related to the essential functions of the job.)

Able to work under busy, challenging conditions, under the stress of fixed time constraints and heavy workload demands requiring accuracy.

Able to evaluate situations appropriately, make appropriate-reasonable decisions, and/or ask for help appropriately.

Is expected to develop daily organizational plans and complete daily assignments in a timely and accurate manner.

Is energetic, enthusiastic, flexible, and fully mobile.

Is expected to be familiar with metric system units, have a solid knowledge base regarding safe / universal practices, and have knowledge of basic scientific principles.

Must be able to read, write and type English well.

Is expected to develop, review, and follow standard operating procedures.

Must be able to effectively and continuously performs repetitious tasks.

Demonstrates experience to interface with various levels of the practice, especially with the knowledge and issues related to managed care.

Has a thorough knowledge of the Epic Cadence system and its features, electronic medical record modules and transition to Epic Billing, with all system features, as applicable.

Demonstrates the consistent ability to work with the BTS computer system.

Demonstrates the ability to work independently, with limited supervision, resolve issues, be organized, attentive to detail and achieve outcomes within the team.

Demonstrates effective interpersonal and communication skills.

Effectively interacts with all levels of management.

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.

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