Transplant Practice Coordinator
Transplant Practice Coordinator
Posted on :
09-04-2025
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1 Vacancy
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Job Description
TheTransplant Practice Coordinator for Transplant Clinic will function as theinitial point of contact and interface between Business Manager LeadCoordinators and the practice administrative support staff and patients. TheTransplant Practice Coordinator provides advanced level administrative supportto Transplant Clinic leadership and will coordinate daytodayadministrative/patient service operations for the Transplant Clinic.Oversees and coordinates the work of the clinics patient services coordinatorsand medical assistants. Working collaboratively with the Business Manager andLead Coordinators the Transplant Practice Coordinator will ensure quality andpatient oriented support functions regulatory compliance as well as provideongoing oversight of patientrelated administrative functions. Willprovide schedule management reports committee representation and projectsupport.
Clinic Operations:
Assists clinic leadership with the effective management of the clinics daily operation revenue enhancement and nonpatient care programmatic activities
Coordinates complex workflow and multiple schedules for providers to insure an efficient daily operation. Troubleshoots workflow issues as needed; coordinates staffing and replacement coverage.
Manages all Epic Clinic Master Schedules and appointment types. Monitors patient wait times evaluating problems and suggesting action plans to address issues;
Functions as a Super User for Epic scheduling system PK Kronos OnCall CRMS and other systems as applicable.
Coordinates and monitors the patient referral / scheduling process Clinical Referral Management work lists iHealthspace message desks and works collaboratively with Lead Coordinators and Business Manager to address problems in these areas as they arise.
Provides clear directions consistent and timely feedback regarding operations to staff
Monitors all aspects of patient experience such as review and distribution of CGCAHPS and implements improvements such as inservice trainings in collaboration with the Business Manager.
Investigates and resolves issues relating to and arising from the referral and/or billing process which interrupts the delivery of care to a patient or the reimbursement for services rendered. Addresses patient questions complaints and concerns.
Under the supervision of the Business Manager and Lead Coordinators conducts fire drills orientation of AED/Alarms/Calling Fallon and provides Audits/Checklist/Expiration Date Monitoring
Works to insure HIPAA Confidentiality and Privacy Policies are fully implemented.
Coordinate and schedules any special events for Transplant Clinic including ordering catering
Assists in coordinating and presenting information at monthly PreTransplant All Staff Meetings and PostTransplant All Staff Meetings.
Works collaboratively with the Business Manager on the development and updating of all policies and procedures related to nonclinical patient service support.
Identifies opportunities for operations improvement and works collaboratively with the Business Manager and Lead Coordinators to plan and implement identified changes.
Promotes teamwork in daily activities exercises diplomacy and consistently uses effective communication skills.
Acts as a role model when disseminating information and actively listens to the perspectives of all involved.
Attends interdepartmental meetings (i.e. Practice Manager Forum CRMS Supervisors Forum APFIT and quarterly executive leadership updates) either with or as the delegate of the Business Manager.
Staff Oversight:
Coordinates and ensures the comprehensive orientation of new practice support employees and baseline competency assessment. Mentors and coaches PSCII & PSCIIIs and other administrative support staff. Provides detailed feedback on patient service coordinator and medical assistant performance to Business Manager for performancerelated issues; as well as for the annual performance evaluations.
Activate and deactivate systems access for new and departing employees.
Oversees daily patientrelated activities of staff serving as a resource for information and policies and procedures
Coordinates work schedules coverage plans and assignments for patient service coordinators and MAs. Arranges staff schedules (ad hoc shift changes) lab assignments and lunch breaks. Reviews staff vacation / time off requests and makes recommendations to Business Manager based on overall identified practice needs. Works with the Business Manager to address variations in staffing needs and coordinates temporary employee requests (justification of requests for administrative manager) as well as temporary employees employed in clinic.
Performs back up (coverage) duties for other office staff including Patient Service Coordinators (II & III).
Serves as Kronos timekeeper to process weekly payroll for abdominal transplant and serves as back up timekeeper for Research laboratory.
Assists with special projects as required. Projects may include such topics as readiness and transition to new hospital systems hospital issues of compliance and/or Operations Improvement Initiatives and space renovation projects.
Financial Duties:
Manages all supply ordering for the Transplant Clinic including supplies for patient care office/break room computers/software clinical equipment general maintenance management.
Functions as a resource between clinic staff and financial access coordinators on referral and insurance issues. Remains current on the changing issues impacting the health care insurers.
Reviews all outpatient Patient Keeper billing for accuracy and followups with providers on late/incorrect billing.
Generates basic practice volume and scheduling analytic reports (i.e. Epic Statistical Reports CRMS Referral Activity Reports and Patient Tracking Statistical Reports) and data sets for ongoing review with Business Manager.
In collaboration with the Business Manager develops and implements systems to ensure cost effective operations.
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills perspectives and ideas we choose to lead. Applications fromprotected veterans and individuals with disabilities are strongly encouraged.
Bachelors degree preferred in business administration health care administration or related field. Minimum of 5 years experience in medical group practice billing and/or managed care setting required and includes:
o Some experience in practice analytics and reporting.
o In depth knowledge of Joint Commission Standards National Patient Safety Goals Safety Reporting and internal MGH Ambulatory Surveillance Guidelines and Emergency Management Plan.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Ability to perform administrative and practice support at the highest level of quality and professionalism.
Possess a thorough knowledge of all HMO managed care other third party insurers and available patient financial services/resources
Ability to coordinate the work of others and to oversee effective office operations.
Exceptional computer skills required. Proficient with Microsoft Office suite including Outlook Excel and PowerPoint. Advanced experience with Schedule Management Systems (Epic Book It Patient Tracking CRMS).
Excellent verbal and written communication skills.
Ability to work with patients staff and physicians and relate to their concerns on a onetoone and group basis.
Exceptional organizational skills flexibility to handle multiple tasks and deadline pressures and accurate attention to details.
Must have the ability to be function in a fastpaced environment and coordinate competing demands effectively.
Demonstrates ability to maintain confidentiality and impartiality.
Ability to take initiative and exercise strong judgment and problem solving skills. Ability to resolve practice operations issues on behalf of the providers and the patients.
Ability to work independently or in a team environment
Demonstrates ability to work effectively and courteously with diverse groups of patients staff and providers while handling various tasks simultaneously.
Knowledgeable and compliant in all hospital State and Federal regulatory requirements including hospital policy and procedures (where applicable to the performance of the job) Joint Commission and Health Insurance Portability and Accountability Act of 1996 (HIPAA).
Required Experience:
IC
Employment Type
Full-Time
Department / Functional Area
Key Skills
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