Patient Services Coord. III

This position is split between two locations: 3 days per week at MGH Vein Care - Stoneham (21 Montvale Ave.) 2 days per week at MGH Main Campus Boston (55 Fruit Street) The Patient Services Coordinator III (PSC III), under general supervision, provides administrative support to staff Surgeon in a high-volume ambulatory practice setting. The PSC III works with administrative manager and clinical support team to provide Surgeons with the necessary support for their practices.

Primary responsibilities include visit planning/scheduling for patients, maintaining complex and ever-changing Provider calendars, communicating updates or conflicts in schedules, and assisting with academia and research for respective physicians. Clinical Visit Planning: Requests/obtains/coordinates outside films, pathology reports, ultrasound/imaging reports and lab results, as well as any additional clinical information needed to insure efficiency and accuracy of consultations and second opinion visits.

Send out confirmation/reminder letters in advance of appointments Ensure that all pre-testing is done by completing laboratory and/or radiology requisitions. Follows up with patients after visits to coordinate the necessary subsequent visit(s) OR Case Planning: Manage preparation of surgical cases Confirm pre-op testing Process necessary paperwork and EMR workflows Confirm date and time of procedure.

Research Trials: Schedules appointments for patients enrolled in clinical trials and/or research studies. Maintains appropriate logs and consents for research compliance.

Ensures that research patient's visits, ancillary tests, and any related procedures are billed to the appropriate research fund and not to Medicare or any other third party payer. Reports any changes or concerns to the principal investigator's research team and the administrative manager, and assist with resolution as appropriate Billing: Tracks referrals and ensures insurance information is obtained and verified prior to appointment Compiles encounter forms and reviews for accuracy and completeness for submission to charge entry.

Practice Group Management: Helps create and maintain doctor-specific and department specific operational guides Administrative Maintains physician's calendar; managing physician's academic appointments and academic/professional schedule. Edits, proofreads and prepares recommendations, reports, abstracts, manuscripts, correspondence, research protocols, etc. and maintains appropriate file copies as requested by physician/fellows working with physicians.

Books travel and arranges meetings Retrieves, screens and triages physician's mail. Answers telephones; arranges for forwarding and removal of telephones to answering service; places/returns telephone calls for physician as requested. Prepares and distributes physician Curriculum Vitae on a regular basis as needed.

Assists in ongoing administrative coordination and documentation. Performs photocopying, faxing, filing as requested Works with physician or Administrative Manager to accrue patients and follows appropriate billing procedures for all types of visits. Assists in the preparation of grants and research studies.

Assists in ongoing coordination and documentation of research paperwork. Actively attends and participates in departmental meetings Operational Management Active participant in the development and sharing of best practices Active participant in continuous improvement Active participant in all projects/tasks administered by the Administrative Manager Help to orient new staff as appropriate Qualifications Knowledge of computer skills necessary to use programs required for day to day clinic and administrative operations (Word, Excel, Outlook, internet, MGH electronic health systems, etc) Good verbal and written communication, including the use of medical terminology Exceptional organizational skills, flexibility to manage multiple tasks and the accurate attentive to details Ability to work independently or within a team environment Excellent and effective interpersonal and communication skills Excellent customer service skills Demonstrated ability to work effectively and courteously with various groups of patients, staff and providers. Demonstrated ability to problem solve and function as a resource to other members of the team, and resolve complex issues on behalf of the providers and the patients.

Demonstrated in-depth understanding of managed care and all other pertinent insurance/medical coverage Demonstrated knowledge of HIPAA Confidentiality and Privacy Policies Demonstrated understanding of Disaster protocols to include: fire, safety and code calls, per the mandatory training, as outlined by MGH and TJC guidelines High School Diploma or GED required. Associates or Bachelor's Degree preferred, or 5 years of experience as a medical scheduler in surgical office and administrative assistant to physician surgeons.