Medical Administrative Coordinator

Element Care•Brighton, MA

About The Position

The Medical Administrative Coordinator supports an interdisciplinary team, primarily by scheduling and managing appointments and transportation. The role delivers excellent customer service and strengthens relationships between patients and the care team, while improving clinical operations through coordination among clinicians, patients, and external referrals. The position reports to the department supervisor. The coordinator serves as the Transportation Driver Designee on the interdisciplinary team and maintains participant records and appointment information. The position also works with transportation vendors and specialty offices, tracks documentation in the electronic medical record, and supports compliance through quarterly transportation audits. The role requires the ability to pass a respirator fit test; facial hair must not interfere with a tight respirator seal.

Requirements

High school degree or equivalent.
Two years of experience as a secretary.
Strong written and verbal communication skills.
Ability to multitask efficiently and effectively in a high-pressure environment.
Ability to retain and accurately recall information to respond promptly to routine inquiries.
Organizational and problem-solving skills, with the ability to prioritize work.
Commitment to team dynamics and the ability to work independently.
Personal responsibility for completing work in a timely and consistent manner.
Strong computer skills.
Ability to pass a respirator fit test; facial hair must not interfere with a tight seal.

Nice To Haves

Experience as a medical secretary.
Certification in medical terminology.
Electronic medical record experience.
COVID vaccination.

Responsibilities

Schedule and confirm patient diagnostic appointments, surgeries, and medical consultations with specialists as directed.
Attend team meetings and participate in coordinating participant care.
Serve as the Transportation Driver Designee on the interdisciplinary team and communicate transportation needs and changes to Transportation Liaisons.
Maintain the master weekly appointment schedule and communicate appointments to participants, caregivers, and appropriate staff.
Track returned office notes, test results, hospital documents, and other pertinent documentation in the electronic medical record.
Run electronic medical record reports to ensure tasks and office notes are completed in a timely manner.
Maintain current and inactive participant charts as directed.
Develop and maintain relationships with existing and new transportation providers and outside specialty offices.
Work with transportation vendors to schedule rides to and from the ADH and outside medical appointments, taking safety and efficiency into account.
Conduct quarterly transportation audits to ensure compliance with CMS requirements for successful surveys.
Participate in Element Care committees as required and communicate relevant information to the team.
Perform clerical and administrative functions, including ordering and maintaining an inventory of supplies.
Verify demographic and insurance information with hospitals and specialty offices and make changes as necessary.
Bring organization and calm to chaotic situations while maintaining standards.
Perform other duties as required.