Ambulatory Practice Coordinator, SSMC-Quincy

South Shore Health•Quincy, MA

5d•$19 - $27•Onsite

About The Position

The Ambulatory Practice Coordinator performs administrative and patient-facing functions for the SMC Family Medicine practice. The role processes patient appointments accurately and promptly, schedules follow-up care, follows established workflows, places referrals for outside tests and consultations, and serves as a liaison between department physicians and scheduling staff. The coordinator also organizes physician schedules and communicates schedule-change requests to Provider Scheduling. Other duties include answering phones, faxing, obtaining outside records, processing forms, and completing additional tasks as directed. The coordinator provides courteous service to patients, visitors, families, and coworkers; monitors patient flow; responds to calls and electronic messages; and helps maintain an effective department workflow. The position requires accurate appointment scheduling and chart handling, independent completion of daily assignments, adaptability to changing technology and work practices, and collaboration with the practice team. This is a full-time, 40-hour-per-week, in-person position at the Quincy facility, working Monday through Friday on a day/evening rotation, with one holiday per year.

Requirements

High school diploma is listed as preferred minimum education.
One to three years of healthcare office experience is required/preferred.
Strong customer service skills in person and by telephone are required.
Basic Life Support (BLS) certification from the American Heart Association, including courses offered through SSH.
Ability to schedule and register patients accurately and handle patient records while respecting privacy.
Ability to work independently, manage multiple tasks, meet deadlines, and maintain composure in stressful situations.
Ability to communicate professionally and effectively with patients, families, coworkers, and other staff.
Ability to adapt to changing technology and department processes and learn new techniques and equipment.

Nice To Haves

Prior Epic EMR experience with scheduling and registration functions is strongly preferred.
High school diploma is listed as preferred minimum education.

Responsibilities

Greet and assist patients and visitors in person and by telephone, directing them to appropriate services and maintaining a professional office environment.
Monitor patient flow and waiting areas, communicate delays, and help ensure a positive patient experience.
Answer telephone calls, check messages, and respond to calls and actionable Epic In Basket items within department standards and the same business day when specified.
Schedule primary care, follow-up, single-discipline, and multidisciplinary appointments accurately and efficiently according to established standards.
Cancel and reschedule appointments promptly and communicate scheduling conflicts or difficulties to appropriate staff.
Place referrals for outside tests and consultations and coordinate physician schedules, conveying schedule-change requests to Provider Scheduling.
Maintain accurate patient charts and records, follow privacy requirements, and correct chart errors according to department standards.
Answer questions professionally, handle challenging situations calmly, and report concerns through the chain of command.
Complete daily assignments by the end of the shift and long-term assignments by established deadlines; manage workload independently and alert the supervisor if deadlines cannot be met.
Respond to Tiger, email, and Epic messages according to department standards and adapt to new technology, techniques, and procedures.
Support department workflow by completing handoffs, rotating weekly and monthly assignments, reviewing schedules for potential issues, printing and reviewing reports, and assisting with supply orders.
Obtain outside records, fax documents, process forms, and perform provider-support and other office tasks as needed.
Collaborate with teammates, contribute to efficient office operations, and mentor or support other staff as appropriate.
Maintain concentration and composure under pressure, manage multiple tasks, and identify when front-desk coverage is needed.