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Department Coordinator-Ambulartory Cardio Vascular Center

Company: Partners Healthcare System
Location: Newton
Posted on: June 7, 2021

Job Description:

Position provides support to the Cardiology department by performing administrative functions.

Functions as an example to practice staff of efficient and effective practice support.

Demonstrates and provides exemplary customer service that is friendly, helpful and reduces anxiety to all patients, peers, physicians, and NWH departments.

Effectively uses various computer systems and is able to learn new programs as appropriate.

Answers multiple telephone lines; takes calls, screens and relays messages and/or provides information to caller.

Works within the electronic medical record for scheduling patients and communicating with others within practice. Processes requests for information/medical records according to guidelines.

Updates existing patient information with strict attention to detail and maintains patient privacy.

Schedules appointments within the department. General practice tasks as assigned by Practice Specialist and Practice Manager.


  • Greets, directs and/or assists patients. Assesses and prioritizes patient needs. Assists patients with forms if necessary.
  • Opens, sorts, distributes, prioritizes and/or files incoming documents, mail and other correspondence.
  • Maintains and stocks inventory of supplies and makes recommendations regarding needs.
  • Answers multi line telephone system promptly and courteously. Gathers screening information; takes, relays and manages messages and/or provides routine information. Retrieves voicemail messages, returning calls or forwarding messages as needed. Assists in creating and implementing protocols for distributing messages appropriately.
  • Maintains a strong command of hospital registration/scheduling system. This includes registering new patients, updating patient information, scheduling and rescheduling appointments as necessary. Multitasks when needed to include checking patients in or out, collecting co-pays, verifying insurance, and addressing concerns as they arise.
  • May serve as a Schedule Template Builder. Knowledgeable in basic insurance matters to troubleshoot patient or staff inquiries.
  • Organizes and maintains patient records, logs and other controlling systems; retrieves files as needed. Develops and maintains systems to assure accurate, confidential, retrievable information. Processes requests in a manner consistent with all regulatory and compliance agencies internal and external to the Hospital.
  • Prepares and assists with all documentation necessary for completion of chart, insurance authorization, and third party payors.
  • Manages referrals as instructed by providers; completes prior authorization and scheduling of specialty testing and appointments using appropriate systems.
  • Confirms upcoming patient appointments, verifies pertinent information directly impacting upcoming appointments. Manages Automated Call Reminder system to ensure accuracy and consistency with scheduling system.
  • Performs all duties related to the Revenue Enhancement activities of the practice, including but not limited to co-pay collection, registration verification, encounter reconciliation, closing of the cash drawer, etc.
  • Works collegially with others within the practice; and hospital departments to support patient flow and operations.
  • Assists in training, orientation and on-boarding new and existing staff into the practice.
  • Functions as a resource to team members and leadership in troubleshooting patient inquiries or concerns, in all revenue enhancement (insurance accuracy, billing and charge capture) or expense reduction activities, and in general practice operations.
  • Must occasionally travel to offisite locations in Needham, Wellesley and Chestnut Hill.


High school graduate or equivalent, Associate's Degree preferred


  • Minimum two-years medical office experience

  • Ability to type 25 words per minute

  • Proficiency in word processing, data entry, and general PC based applications required

  • Knowledge of medical terminology required

  • Proficiency in communication - verbal and in written

  • Demonstrated evidence of:
  • effective communication skills

  • ability to problem solve

  • ability to get along with others

  • ability to confront issues appropriately

  • ability to handle confidential and potentially sensitive information

Keywords: Partners Healthcare System, Newton , Department Coordinator-Ambulartory Cardio Vascular Center, Other , Newton, Massachusetts

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