Practice Operations Coordinator

DotHouse Health•Dorchester, MA

7d•$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. 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 positive patient and staff experiences. Coordinators are assigned to specific clinical areas based on organizational needs. They are expected to develop a working knowledge of core practice operations and collaborate across departments to support coverage and continuity. The ideal candidate is organized, detail-oriented, technologically proficient, collaborative, and comfortable managing multiple priorities in a fast-paced community health center environment. The position requires five days per week onsite. The coordinator works under the direction of the Practice Manager.

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 attention to detail and accuracy.
Ability to maintain patient confidentiality and exercise sound judgment.
Strong customer service and interpersonal skills.
Ability to collaborate with clinical, operational, and administrative teams.
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 regarding form status, required information, and pickup or delivery instructions, and maintain accurate tracking of forms.
Handle documentation in accordance with organizational policies and HIPAA requirements.
Coordinate and maintain provider in-basket coverage assignments during vacations, leaves of absence, and other absences; communicate coverage plans and escalate gaps or concerns.
Support continuity of patient communication and administrative workflows during provider absences.
Collaborate with department leads and clinical leadership to prepare meeting agendas and materials, coordinate schedules and logistics, attend meetings as appropriate, document discussion points, decisions, and action items, and distribute minutes and follow up on action items.
Request outside medical records, consultation reports, imaging results, and other clinical documentation as directed.
Support follow-up on external referrals for non-affiliated health system referrals, as assigned, and communicate documentation barriers or delays to appropriate team members.
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 in accordance with organizational standards.
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.