Practice Operations Coordinator

Dothouse Health•Dorchester, MA

6d•$55,000 - $64,000•Onsite

About The Position

The Practice Operations Coordinator provides comprehensive administrative and operational support to assigned clinical departments and serves as a key resource to Practice Managers, clinical leaders, providers, staff, and patients. Working under the direction of the Practice Manager, the coordinator supports day-to-day practice operations, including patient forms and documentation, provider coverage, medical records, departmental meetings, residency activities, electronic work queues, and other operational functions. The role is a central point of communication across clinical and administrative teams and supports efficient workflows, timely follow-up, continuity of care, and a positive patient and staff experience. Coordinators are assigned to clinical areas based on organizational needs and are expected to develop a working knowledge of core practice operations and collaborate across departments to support coverage and continuity. The role requires organization, attention to detail, technological proficiency, collaboration, and the ability to manage multiple priorities in a fast-paced community health center environment. The position is full-time and requires five days per week onsite.

Requirements

High school diploma, Associate’s degree, or equivalent health care experience.
Proficiency with electronic medical records.
Ability and willingness to learn additional electronic systems, including Eyefinity and department-specific applications.
Strong computer skills, including proficiency with Microsoft Office applications.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to manage multiple competing priorities and meet established deadlines.
High level of attention to detail and accuracy.
Ability to maintain patient confidentiality and exercise sound judgment.
Strong customer service and interpersonal skills.
Ability to work collaboratively with clinical, operational, and administrative teams.
Demonstrated flexibility and ability to adapt to changing operational priorities.
Commitment to the mission of community health and providing high-quality, patient-centered care to diverse populations.
Ability to commit to five days per week onsite.

Nice To Haves

Epic experience is strongly preferred.

Responsibilities

Provide day-to-day administrative and operational support for assigned clinical departments.
Serve as a resource to providers, clinical staff, registration staff, and operational teams regarding practice workflows and administrative needs.
Monitor assigned work queues, pools, and operational tasks to ensure timely follow-up and completion.
Identify workflow concerns, delays, or recurring operational issues and escalate them to the Practice Manager as appropriate.
Assist the Practice Manager and clinical leadership with implementing workflows, operational initiatives, and process improvements.
Support cross-departmental coverage and operational continuity as needed.
Track, monitor, and route patient forms requiring completion by providers, nursing staff, or patients; follow up on outstanding documentation.
Communicate with patients about form status, required information, and pickup or delivery instructions, and maintain accurate form tracking.
Handle documentation according to organizational policies and HIPAA requirements.
Coordinate provider in-basket coverage assignments during vacations, leaves of absence, and other planned or unplanned absences; communicate coverage plans, monitor arrangements, and escalate gaps or concerns.
Support continuity of patient communication and administrative workflows during provider absences.
Prepare agendas and supporting materials for department meetings, coordinate schedules and logistics, attend meetings as appropriate, document discussion points and action items, distribute minutes, and follow up on deadlines.
Request outside medical records, consultation reports, imaging results, and other clinical documentation as directed.
Support closing the loop on external referrals for non-affiliated health system referrals, as assigned, and follow up on outstanding documentation and barriers or delays.
Maintain patient confidentiality and comply with HIPAA and organizational privacy policies.
Serve as an administrative liaison between the health center and affiliated residency or training programs for assigned departments.
Coordinate resident schedules, onboarding, orientation requirements, system access requests, and related administrative needs; maintain schedules and communicate changes.
Assist with documentation and administrative requirements related to residency and clinical training programs.
Provide administrative support to the Practice Manager and clinical leadership and maintain organized electronic and paper records.
Support departmental projects, performance improvement activities, inventories, and operational initiatives.
Complete monthly environmental rounds for assigned departments, when applicable.
Perform other duties as assigned to support effective practice operations.