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Ambulatory Practice Coordinator II

2 months ago

Chestnut Hill, United States Brigham & Women's Hospital(BWH) Full time
Sign-on bonus eligible

Ambulatory Practice Assistant II

Key Responsibilities:

1. Facilitates the arrival of patients for their scheduled appointments. Confirms appointments, reviews registration and billing information, updates online records as necessary, and generates the appropriate encounter/billing documentation specific to each patient's visit. Proficient in various practice management systems is essential.

2. Manages incoming phone calls promptly and professionally. Adheres to organizational and departmental standards to ensure accessibility for patients, referring physicians, and other stakeholders.

3. Effectively handles all inquiries, either by assisting the caller directly or routing them to the appropriate department. For standard inquiries, provides direct responses regarding appointment availability, scheduling, referrals, and general information.

4. Maintains and updates provider appointment schedules according to the master calendar, making timely adjustments as required. Coordinates patient appointments within the Specialty Clinic and facilitates referrals to external agencies.

5. Greets patients warmly upon phone inquiries and performs necessary administrative tasks to ensure a seamless visit, including preparing medical records, forms, and referrals.

6. Organizes site-specific patient intake documentation and ensures timely forwarding to the relevant provider. Verifies that medical records are complete for daily appointments.

7. Executes all check-out procedures, including scheduling follow-up visits within the Specialty Clinic and other departments as needed.

8. Completes prior authorizations as necessary.

9. Performs additional duties as assigned.

Qualifications:

Education:
  • High school diploma or GED required; post-secondary education preferred.
  • At least one year of relevant work experience required.
  • Additional training in office systems is preferred.
Skills and Competencies:
  • Understanding of practice operations and standards.
  • Familiarity with office procedures such as filing, copying, scanning, and faxing.
  • Ability to manage phone systems effectively, including answering and screening calls.
  • Strong communication skills, both verbal and written, with a professional demeanor.
  • Organizational skills to manage multiple tasks efficiently.
  • Basic understanding of medical terminology and insurance processes.
  • Knowledge of compliance with hospital, state, and federal regulations.
Working Conditions:

Work is conducted in a hospital-based ambulatory practice setting, with exposure to communicable diseases and other clinical environments.

EEO Statement:

BWH is an Affirmative Action Employer committed to diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, or any other status protected by law.