Pediatric Site Coordinator
About The Position
The Pediatric Site Coordinator reports to the Practice Manager or Clinical Manager and assists with the daily non-clinical patient operations of assigned offices or practice locations. The coordinator oversees patient scheduling, registration, and ambulatory workflows for pediatric patients and caregivers, working with departmental staff to greet patients and support registration, referrals, appointment scheduling, and high-quality customer service through phone and electronic portal outreach. The role includes supporting patient financial processes, documenting patient contacts in the medical record, coordinating patient visits and outreach, and helping maintain timely office workflows. The coordinator also orients new employees to pediatric ambulatory policies and procedures and works with site leadership to improve patient workflows and patient experience. Employees are expected to model Brown University Health’s values of Compassion, Accountability, Respect, and Excellence and demonstrate its core Success Factors: Instill Trust and Value Differences, and Patient and Community Focus and Collaborate.
Requirements
- High school diploma or equivalent; an associate degree or extensive experience may be accepted in lieu of additional education.
- Knowledge of medical insurance and benefits, including referrals.
- At least three years of experience directly related to general practice operations in an ambulatory or outpatient medical practice; other relevant experience may be considered.
- Proficiency in electronic medical records and other computer systems.
- Familiarity with medical office procedures and terminology.
Responsibilities
- Demonstrate understanding of the job description, performance expectations, and competency assessment plan.
- Meet and exceed customer needs and adhere to Customer Service Standards.
- Oversee patient financial processes, obtain and process payments at the time of service, and complete end-of-day batches, including reconciliation of arrived patients and payments collected.
- Provide general support for patient operations at the site or specialty.
- Orient and serve as a resource to new employees to support compliance with pediatric ambulatory policies and procedures.
- Coordinate with site leadership to continuously improve patient workflows and patient experience.
- Document patient contact in the medical record, including calls, portal messages, confirmation calls, and wait-list outreach.
- Assist with patient care functions such as letters, forms, questionnaires or screenings, medication refill requests, DME requests, referral requests, and obtaining documents from other specialists.
- Oversee scanning workloads and electronic fax inboxes and perform tasks as needed to ensure timely handling.
- Help schedule and coordinate patient visits or admissions outside the clinical LifeChart department; complete required paperwork and help secure referrals and prior authorizations.
- Perform or oversee outreach to patients overdue for medical care and other high-priority outreach tasks.
- Assist with physician schedule templates and other duties coordinated with administrative and business team members.
- Remain flexible and receptive to change and learn and retain new information or processes.
- Perform other duties as assigned.
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
