Administrative Coordinator II - Gastrointestinal Clinic, Stoneham MA

Tufts Medicine•Stoneham, MA

25d•$25 - $31•Onsite

About The Position

The Administrative Coordinator II provides administrative coordination, reporting, day-to-day support, and operational assistance to the Gastrointestinal Clinic program in Stoneham, Massachusetts. The position helps assess, plan, implement, and evaluate health services; organizes resources to meet short- and long-term program and organizational goals; and serves as a liaison and key point of contact for internal and external program communications. The role works cooperatively with the department and other services to support quality health care consistent with hospital policies, procedures, philosophy, and objectives. The position supports daily service-area operations, including staffing, scheduling, front desk activities, budget and payroll compliance, revenue capture, and patient prior authorizations as needed. It also coordinates workflows, staffing coverage, communications, meetings, quality improvement activities, regulatory compliance, and new employee interviews and orientation. The position is 40 hours per week, Monday through Friday, 8:00 a.m. to 5:00 p.m., at 51 Montvale Avenue, Stoneham, MA 02180.

Requirements

At least two years of administrative experience.
Computer literacy, including familiarity with word-processing programs and electronic spreadsheets, and ability to learn new applications.
Excellent customer service, interpersonal, and telephone skills.
Tact in frequent interactions with patients, physicians, and insurance companies.
Strong business skills, including understanding health care expenses, revenue, reimbursement models, and their effects on business plans.
Ability to develop recommendations based on analysis, lead teams, and drive decisions.
Excellent organizational skills and attention to detail.
Proven administrative skills and experience.
Ability to prioritize work and remain flexible with work assignments.
Ability to perform frequent sitting, occasional standing or working, and lifting 10–15 pounds.
Manual dexterity for computer keyboard operation; ability to see a computer screen and read reports, and hear instructions from physicians and clinical or nursing staff.

Nice To Haves

High school diploma or equivalent.
Five years of administrative experience in a healthcare setting.
Bilingual.

Responsibilities

Collaborate with leadership to improve service outcomes affecting patient comfort, overseeing improvement opportunities consistent with the hospital mission, vision, and scope of service.
Oversee day-to-day service-area functions, including budget compliance and payroll, staffing, scheduling and core service delivery, front desk operations, revenue capture, and patient prior authorizations as needed.
Serve as the first point of contact for program clerical needs, including timesheets, office supply and check requests, mail, contractee billing, and preparing and distributing program fliers and family education packets.
Work with clinical and administrative teams to develop comprehensive program workflows, periodically review them, and guide improvements to efficiency.
Coordinate staffing patterns according to program volume and needs, and provide coverage and support to maintain patient care and efficient workflows.
Collect and analyze data and make decisions based on data and evidence-based statistics.
Facilitate internal, interdepartmental, and external communications and connections with community services, staff, hospital departments, and off-site programs; distribute updates as needed.
Conduct meetings for providers and staff to discuss policies and procedures, share updates, enhance care delivery and service satisfaction, and resolve problems.
Assist with and ensure departmental compliance with ACR, JCAHO, and ACOS regulatory standards.
Participate in quality improvement activities supporting strategic planning, accreditation preparation, quality assurance, and performance improvement plans.
Participate in interviews and assist with comprehensive orientation plans for new employees.
Regularly communicate progress to the management team to support achievement of goals.