Admin Coordinator (General Medicine & Primary Care) - 40 hours, Days

UMass Memorial Health•San Jose, CA

62d•$21 - $38

About The Position

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 20,000 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. The Administrative Coordinator is responsible for coordination of day-to-day work activities of assigned administrative staff, oversight of department scheduling, and related administrative processes to ensure the efficient staffing and patient flow within the department. Has knowledge of all functions performed by the assigned team and distributes and monitors the flow of work to assigned staff. Assesses flow and implements adjustments to maximize efficiency within the department. Acts as a resource for the team. Performs duties requiring advanced level secretarial and administrative support skills to assist assigned management and other employees as necessary.

Requirements

Associate’s degree.
Minimum five (5) years of medical secretary/administrative support experience.
Demonstrated leadership experience.
Ability to work independently with minimal supervision, while managing multiple priorities.
Advanced computer skills, including Microsoft Office applications.
Excellent oral, written and interpersonal skills.
Proven organizational and customer services skills.
Strong attention to details.
Knowledge of medical terminology/procedures.

Nice To Haves

Previous lead/supervisory experience.
Project management skills.

Responsibilities

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.
Conducts team meetings to review workload and assignments and works with staff to resolve issues and foster process improvements.
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.
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.
May produce correspondence, memos and reports from dictation, drafts, models, etc. Edits material for grammar, spelling and format and high quality presentation and style. May prepare high quality presentation graphics (using Power-Point or similar applications software). May assist in administrative process for building new referring physician relationships and practice growth.
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.
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.
Assists management in ensuring assigned staff are provided with appropriate resources, materials, and methods.
Provides information and recommendations regarding employee performance and issues to management. Resolves issues within scope of job responsibilities. May be responsible for interviewing candidates.
Maintains knowledge of procedural, operational, policy, and system changes and effectively communicates changes to the staff.
Reports on a variety of administrative or operational problems. Recommends corrective action to management.
Provides training and technical assistance to new and current staff.
Participates in creating and maintaining policies, procedures, and/or manuals for the department. Makes recommendations to management.
Maintains inventory and orders supplies. Monitors expenditures for compliance with approved budgets. As necessary, coordinates efforts for the regular maintenance of facilities and equipment.
Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
Maintains printers, computers, and other office related equipment to ensure equipment is in good working order. Reports equipment problems.
Performs charge entry processes and validates accuracy. Investigates issues related to charges and works with the finance/revenue team to address and resolve issues.
May serve as coordinator of divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.
May build and maintain project databases and run reports as necessary.
May perform the duties of a certified medical assistant if qualifications are met. Medical assistant certification must be maintained.
Complies with established departmental policies, procedures and objectives.
Attends variety of meetings, conferences, seminars as required or directed.
Demonstrates use of Quality Improvement in daily operations.
Complies with all health and safety regulations and requirements.
Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
Maintains, regular, reliable, and predictable attendance.
Performs other similar and related duties as required or directed.