Program Coordinator, Internal Medicine

Beth Israel Lahey Health•Cambridge, MA

4d•$26 - $37•Onsite

About The Position

The Program Coordinator provides comprehensive administrative, operational, and logistical support to the Hospital Medicine Division. This role serves as the central administrative partner to the Division Director and clinical leadership, supporting provider scheduling, daily operations, provider onboarding/offboarding, meetings, documentation workflows, and office management.

Requirements

Associate's degree
3-5 years of progressively responsible experience
Analytical skills to research and resolve issues independently, compile accurate data, and synthesize information.
Excellent organizational skills with the ability to organize, prioritize, and attend to detail to maintain the orderly function of the department.
Strong customer service and excellent interpersonal/emotional intelligence skills with the ability to collaborate effectively with physicians, physician assistants, residents, students, moonlighters, outside professional community, and hospital departments.
Excellent telephone etiquette.
Ability to communicate effectively, both orally and in writing, build strong work relationships, and provide empathy in interpersonal situations.
Proficient in Microsoft Office, including Word, Excel, and PowerPoint.
Must be able to stand/walk for prolonged periods of time.
Must be able to lift up to 25 lbs.

Nice To Haves

Experience in a health care setting with knowledge of medical terminology
EPIC knowledge

Responsibilities

Create and maintain provider schedules in AMION and update as needed for shift swaps.
Track executed shifts, sick calls, shift trades, and vacation time.
Assist with coverage coordination and moonlighting outreach when providers call out.
Assist with scheduling of yearly provider evaluations.
Responsible for provider payroll and timekeeping, including tracking moonlighting shifts and submitting for reimbursement.
Submit monthly worked and per diem shift reports to payroll/finance teams.
Send monthly schedules to Clinical Documentation Improvement (CDI) leadership.
Send executed shifts to HMFP leadership.
Maintain APP timekeeping in KRONOS.
Oversee day-to-day operations, including screening telephone calls and electronic communications for Hospitalist leadership and providers.
Maintain daily records of team census, admissions, and discharges.
Monitor provider in-baskets when providers are off service for CDI queries and critical result notifications, ensuring timely routing and follow-up.
Support the Medical Director with the resolution of escalated queries by coordinating outreach to providers.
Maintain and update the Hospital Medicine shared Virtual Guidelines folder to ensure current, accurate, and accessible clinical and operational resources.
Coordinate meetings, rounds & educational programs, including Hospital Medicine staff meetings (monthly), Grand Rounds and other Specialists rounds, including attendance and content tracking.
Provide administrative support for the Hospital Medicine CME planner.
Support the provider recruitment process, including scheduling interviews and onboarding for new providers, ordering lab coats, scrubs, pagers, and lockers, and requesting IT access.
Coordinate provider offboarding by ensuring return of keys, pagers, badges, and lockers.
Provide direct administrative support to the Division Director, including calendar and meeting management.
Manage the space, which includes ordering supplies, overseeing the distribution of mail, and maintaining equipment and facility needs.
Work with vendors when necessary to resolve issues.