Practice Coordinator, Radiation Oncology

Reporting directly to the departments' Clinical Administrative Manager, the Practice Coordinator will ensure smooth day-to-day operation of the practices within the department of Radiation Oncology meeting the expectation that patients will receive both exceptional care and service. The successful candidate will lead the admin support team and is responsible for providing superior customer service to all patients, family members, physicians, and staff. Primary responsibilities include the coordination and scheduling of patient consults and follow-ups; treatments; and all care related to the Practice. The Practice Coordinator is an integral part of the leadership team assisting the Clinical Administrative Manager with implementing BWH and/or department initiatives, participating in continuous improvement, and coordinating work related to the clinics' growth.

The Practice Coordinator supports patients, families, caregivers, and providers to coordinate program needs in a culturally sensitive manner. The successful candidate will lead the administrative support team ensuring the following responsibilities and duties are being completed:

1. Schedules patient Consults, simulations, new start and follow-up appointments for Radiation Oncology patients. Informs patients and staff of appointments and changes related to therapy and appointment changes by patients. Critical point person for communication with physics, therapists, RN's and other care providers (i.e. Radiology, surgery, others) for effective and timely scheduling

2. Responsible in maintaining and track patient requests and leading admin meetings.

3. Coordinates Treatment Scheduling with the ARIA Task Force (ATF) Scheduling team to ensures Sim Request and sim tasks are completed

4. Coordinates and participates in team meetings and Chart Rounds as well as the information flow among treatment team (physics, therapists, nursing, and MDs)

5. Make sure consent forms are completed before sim appointment. Coordinate Interpreters when necessary. Obtain charts from storage facility when necessary.

6. Facilitates answering of incoming calls and messages, and triages calls appropriately to MDs and other key personnel as necessary. Screens calls for emergencies and makes appointments as needed making sure patients' needs are met.

7. Obtains patient health information from outside institutions and confirms patients' appointments and referral information.

8. Coordinates information flow among treatment team as needed. i.e., physics, therapists, nursing, and MD.

9. Work on overall Departmental initiatives and assists with training new personnel.

10. Responsible for continuous process improvement as related to patient care coordination

11. Recommends improvements to workflows to ensure maximum schedule utilization and improved patient/staff satisfaction.

12. Trains and orients practice assistants in scheduling procedures

13. Ensures all program has appropriate staffing and coverage

14. Support Clinical Administrative Manager in implementing new initiatives as required by BWH or other regulatory entities and assist in monitoring to ensure sustainability.

15. Assist Clinical Administrative Manager in resolving/redirecting patient billing problems and inquires relating to all specialty services rendered.

16. With guidance from Clinical Administrative Manager, assist with various elements of staff & provider scheduling for the clinics.

17. Monitor and report on room utilization regularly to ensure timely room assignments, excellent patient flow.

18. All other duties as assigned.

* Commitment to service excellence, with the ability to demonstrate a consistently professional level of customer service with all patients, providers, and colleagues.

* Willing and able to work with Practice Manager to balance initiatives and projects to meet all deadlines.

* Ability to multi-task in a busy setting.

* Ability to adapt in a changing healthcare environment.

* Must be pro-active and handle complex and diverse patient interactions in a variety of situations, some of which are stressful.

* Demonstrated ability in project management and project implementation.

* Excellent organizational, analytical, time-management and problem-solving skills.

* Excellent written and verbal communication skills.

* Must exhibit flexibility and function effectively in a fast-paced, growing environment.

* Ability to communicate professionally and with confidence to all audiences.

* Proficiency with computers including excel spreadsheets, word processing and data entry.

* Excellent interpersonal skills.

* Bachelor's degree or 4 years' relevant experience in ambulatory practice environment.

* Must have thorough understanding of billing processes and knowledge of medical terminology.

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.