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Administrative Coordinator
4 months ago
Exemption Status:
Non-Exempt
Schedule Details:
Monday through Friday
Scheduled Hours:
8am - 4:30pm
Shift:
1 - Day Shift, 8 Hours (United States of America)
Hours:
40
Cost Center:
34000 - 2835 Gastroenterology
This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.
Everyone Is a Caregiver
At UMass Memorial Health, everyone is a caregiver - regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 16,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.
Hours: 8am-4:30pm Monday - Friday
I. Major Responsibilities:
1. Provides effective direction and guidance to the administrative staff to ensure efficient operations in accordance with established policies, practices, and procedures. Provides recommendations to management for the most efficient utilization of assigned staff. As necessary, processes standard and non-standard business office administrative paperwork.
2. Conducts team meetings to review workload and assignments and works with staff to resolve issues and foster process improvements.
3. Coordinates staff and patient flow including, but not limited to, greeting patients, handling of incoming calls, patient registration, scheduling patients, collecting co-payments, billing, insurance verification, and referrals, through the department to ensure maximum efficiency. As necessary, works with clinical staff to ensure proper documentation and appropriate exams for patients.
4. May maintain clinical, surgical and/or administrative calendar for assigned management and other employees as necessary. Assists with adhering to schedule, coordinating multiple priorities and rescheduling when conflicts arise. Arranges a wide variety of inside and outside meetings, special events and activities for assigned management. Prioritizes events.
6. Maintains scheduling database by updating provider and staff schedules to ensure adequate provider and staffing coverage. Works with management to coordinate staff time off and vacation schedules.
7. Reviews all work performed by assigned staff to ensure completeness and quality and resolves or reports any issues to management. Relays work instruction from management as needed.
8. Assists management in ensuring assigned staff are provided with appropriate resources, materials, and methods.
10. Maintains knowledge of procedural, operational, policy, and system changes and effectively communicates changes to the staff.
11. Reports on a variety of administrative or operational problems. Recommends corrective action to management.
12. Provides training and technical assistance to new and current staff.
13. Participates in creating and maintaining policies, procedures, and/or manuals for the department. Makes recommendations to management.
14. Maintains inventory and orders supplies. Monitors expenditures for compliance with approved budgets. As necessary, coordinates efforts for the regular maintenance of facilities and equipment.
15. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
16. Maintains printers, computers, and other office related equipment to ensure equipment is in good working order. Reports equipment problems.
17. Performs charge entry processes and validates accuracy. Investigates issues related to charges and works with the finance/revenue team to address and resolve issues.
18. May serve as coordinator of divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.
19. May build and maintain project databases and run reports as necessary.
20. May perform the duties of a certified medical assistant if qualifications are met. Medical assistant certification must be maintained.
II. Position Qualifications:
License/Certification/Education:
Required:
1. Associate’s degree.
Experience/Skills:
Required:
1. Minimum five (5) years of medical secretary/administrative support experience.
2. Demonstrated leadership experience.
3. Ability to work independently with mínimal supervision, while managing multiple priorities.
5. Excellent oral, written and interpersonal skills.
6. Proven organizational and customer services skills.
7. Strong attention to details.
8. Knowledge of medical terminology/procedures.
Preferred:
1. Previous lead/supervisory experience.
2. Project management skills.
Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be sub
