Inpatient Administrative Coordinator

Mass General Brigham•Boston, MA

12d•$22 - $31•Onsite

About The Position

The Inpatient Administrative Coordinator supports inpatient clinical operations across General Medicine, Cardiology, and Oncology, working with advanced practice providers, physicians, residents, nurses, case managers, and other care team members. The lead role provides day-to-day leadership to the IAC team and helps maintain efficient workflows, strong communication, and high-quality administrative support for patients and clinical teams. The position coordinates admissions, discharges, and post-discharge care; requests and uploads outside medical records and imaging; coordinates medication information, paperwork, prior authorizations, price checks, specialty pharmacy requests, and medication delivery; and schedules follow-up appointments and other services. It also supervises and supports IAC staff, oversees daily operations and staffing, contributes to performance evaluations, develops and maintains procedures, supports onboarding and training, and responds to operational questions. The role performs administrative and clerical duties, provides cross-coverage, protects patient privacy under HIPAA, and builds collaborative relationships across the care team. This is an onsite, regular position at 90 Blossom Street, scheduled for 40 hours per week on the day shift. The pay range is $21.73–$31.02 per hour.

Requirements

Associate’s degree required; relevant experience may be considered in lieu of a degree.
3–5 years of experience working in a healthcare setting.
2–3 years of leadership or supervisory experience.
Strong leadership, team management, communication, and interpersonal skills.
Ability to prioritize, multitask, and manage competing demands in a fast-paced, high-volume environment.
Strong time management and organizational skills, with the ability to work independently and proactively.
Proficiency with electronic health record systems and standard office software.
Strong technical aptitude and ability to learn and navigate multiple complex systems.
Knowledge of medical terminology, billing and coding processes, and HIPAA confidentiality and privacy requirements.
Collaborative, solutions-focused approach, with willingness to learn, identify trends, and recognize opportunities for improvement.

Nice To Haves

Bachelor’s degree preferred.
EPIC experience preferred.

Responsibilities

Support clinical teams across General Medicine, Cardiology, and Oncology.
Request medical records from outside hospitals, including imaging, pathology slides, cardiac echoes, and other documentation.
Obtain and upload imaging from outside facilities.
Coordinate medication lists, methadone dosing information, and facility paperwork with outside pharmacies and facilities.
Submit and coordinate medication prior authorizations and work with the outpatient pharmacy on medication price checks.
Participate in interdisciplinary team rounds when feasible.
Connect proactively with residents and APPs to address daily administrative needs.
Schedule infusions, transfusions, office visits, and other services within the appropriate timeframe before discharge.
Coordinate post-discharge follow-up appointments.
Develop working knowledge of public and private insurance coverage for inpatient and ambulatory services and medications.
Facilitate specialty pharmacy requests and coordinate timely medication delivery.
Troubleshoot scheduling challenges and escalate gaps in follow-up care.
Supervise, mentor, and support IAC staff.
Oversee daily operations to promote efficient workflows and high-quality patient care.
Manage timecards, staff scheduling, sick calls, and restaffing needs.
Contribute to annual performance evaluations for IAC staff.
Partner with IACs and healthcare providers to troubleshoot escalations, concerns, and feedback.
Implement and maintain policies and procedures that support operational efficiency.
Assist with onboarding, training, and ongoing education for IAC staff.
Respond to leadership inquiries and operational questions or concerns.
Plan and facilitate weekly IAC staff meetings.
Deliver training and presentations to care providers, key stakeholders, and leadership.
Perform administrative and clerical duties supporting clinical services.
Provide cross-coverage for other team members as needed.
Protect patient confidentiality and privacy in accordance with HIPAA requirements.
Build collaborative relationships with physicians, residents, APPs, operations associates, nurses, case managers, and other care team members.
Support additional administrative responsibilities as assigned.