Practice Coordinator (UMass HM/Anna Jacques EM) (55316)

ApolloMD•Marlborough, MA

4d•$20 - $22•Onsite

About The Position

The Practice Coordinator (EM/HM) serves as the primary onsite coordinator supporting both UMass (Hospital Medicine) and Anna Jacques (Emergency Medicine). This role works collaboratively with providers, hospital staff, and the operations team to ensure adequate documentation is obtained from the hospital electronic medical record for billing and coding, including manually processing electronic records where applicable. The coordinator is responsible for day-to-day administrative duties and provider communication around chart completion, and serves as the liaison between the hospital, providers, and the corporate office across both sites.

Requirements

High School Diploma or equivalent required.
Minimum one year in a medical office, physician practice, or hospital setting required.
Medical terminology required.
Minimum one year experience with electronic health records required.
Proficiency in standard business software: Microsoft Office (Word, Excel, Outlook, PowerPoint).
Strong interpersonal and effective communication skills.
High emotional intelligence.
Strong organizational, time management, and decision-making skills.
Dependable, autonomous, and highly professional with the ability to handle sensitive and confidential information.
Must be able to pass a background check and drug screen.
Required travel between UMass (home site, 4 days/week) and Anna Jacques (1 day/week).
Must have reliable Wi-Fi connection and designated home office workspace for any remote administrative needs.

Nice To Haves

Associate's or Bachelor's degree in Business or Healthcare Administration preferred.
Medical billing and/or medical office policies and procedures experience preferred.
Experience with Ingenious Med and provider scheduling a plus.
Comfortable communicating directly with physicians, APCs, and PAs.

Responsibilities

Monitor and ensure all documentation is importing correctly into the third-party platform (EM) and perform daily patient reconciliation to confirm all physician encounters have been received (HM).
Perform daily census reconciliation (EM) and daily patient reconciliation (HM).
Communicate collaboratively with providers regarding documentation requirements and chart completion.
Meet month-end goals for payroll.
Assist with provider orientation at both sites.
Manage scribe partnerships at designated hospitals, including scribe scheduling and payroll deductions.
Attend departmental meetings in-person or virtually; may be asked to record and distribute meeting minutes.
Maintain daily, weekly, and monthly reports required by the facility and/or operations team.
Assist the medical director and operations team with provider scheduling, including updating Shift Admin.
Provide administrative support to providers, medical directors, operations team, credentialing, and recruiting as needed.
Collaborate with hospital HIM departments at both sites to assist with provider queries and deficiencies.
Support patient experience initiatives as applicable.
Perform daily administrative office tasks including incoming calls, mail, faxes, home health orders, death certificates, pharmacy calls, and ordering and maintaining office supplies.
Maintain strictest confidentiality adhering to all HIPAA guidelines and regulations.
Schedule paid time off a minimum of two weeks in advance to maintain consistent workflow.
Provide the highest quality of service to hospital staff, providers, operations team, and patients.
Develop and maintain positive relationships with hospital staff and providers at both sites.
Support and participate in activities that promote customer and patient satisfaction.
Demonstrate courteous, polite, friendly, respectful, and cooperative behavior toward others.
Demonstrate and support a culture of diversity, equity, and inclusion.
Assume accountability and responsibility for actions.
Ability to work with diverse populations under difficult and stressful situations.
Maintain a professional appearance through adherence to dress code and personal hygiene; wear hospital ID badge when onsite.
Maintain an uncluttered and litter-free workplace.
Keep all sensitive information strictly confidential without exception.
Adhere to policies regarding attendance, tardiness, breaks, and time clocks.
Ensure personnel and supplies are used in a cost-effective manner.
Maintain high productivity and perform tasks efficiently.
Respond to difficult situations with self-control and a positive attitude.
Make decisions independently and know when to ask for assistance; exercise good judgment.
Must follow hospital guidelines related to COVID-19 vaccination requirements.