Joslin Diabetes Center

  • Senior Medical Office Coordinator (Pediatrics)

    Location US-MA-Boston
    Posted Date 4 months ago(10/18/2018 10:44 AM)
    Job ID
    # Positions
  • Overview

    The Senior Medical Office Coordinator (Pediatrics Unit) is responsible for providing support to physicians and staff in the areas of the Pediatrics front desk and medical office, initiating patient intake, and prescription responsibilities in a busy ambulatory setting. 


    In this key role, the Senior Medical Office Coordinator will also ensure efficient operations by providing excellent customer service to patients, family members, other staff members, and external parties and serves as the first line of contact for patients/families as they seek care and support within the Pediatric, Adolescent and Young Adult Section.


     Front Desk Responsibilities

    • Serves as ambassador for Joslin pediatrics, serving as the first line of contact for patients/families coming for visits and on the phone
    • Helps recruit new patients/families into the pediatric, adolescent and young adult program at Joslin, helps perform outreach to pediatric practices
    • Arranges scheduling of appointments: e.g., new appointments, follow-up MD appointments, education visits, consultations, etc.
    • Schedule all outside appointments, consultations and tests.
    • Helps the smooth running of the pediatric program under the leadership of the senior pediatric office coordinator

     Medical Office Responsibilities

    • Effectively manage the flow of medical information internally and externally
    • Patiently act as liaison between patient and health care providers and external patient related providers
    • Accurately follow guidelines to triage all incoming calls taking independent action where possible.
    • Accurately enter information into automated registration and scheduling system
    • Efficiently schedule ancillary diagnostic and consultative appointments as requested.
    • Participate in issue-specific groups upon assignment.  Report back any issues that affect or require a team decision.
    • Perform other functions and duties to support the practice.
    • Review faxes and process appropriately.   Completing as much as you can before passing onto provider.
    • Sort and process mail and patient letters.
    • Complete all jobs in work tray.
    • Answer all phones calls using name with professionalism, kindness, patience.   Enter all information into Electronic Medical Record.   Give patient expectation and ask “is that ok?”
    • Complete all letter requisitions before sending to provider.
    • Take clear, concise and complete phone messages with accurate tel #’s. 

    Prescriptionist Responsibilities

    • Pick up and process fax prescription requests multiple times
    • Check daily coverage for absent provider
    • Check voicemail multiple times daily
    • Call in prescriptions following protocol, including hard copies to pharmacy
    • Fax or mail hard copy to patient or mail order companies
    • Call patient if message on voicemail is not clear
    • Follow appointment protocol; notify Section Head or Practice Mgr if pt refuses to schedule appointment
    • Check to-do box multiple times daily
    • Outstanding to-do’s (24+hrs) should be followed up with provider, or send to MOD if out. Notify Section Head or Practice Mgr if MD is not responding


    • Associates degree in a related field or certificate from a business school or program or equivalent work experience; preferable to have Bachelor’s degree
    • Minimum 3 years of experience years of experience in medical office/reception setting or other customer service oriented position with interest in pediatrics
    • Experience with automated medical record and registration/scheduling systems preferred
    • Experience with Microsoft Office
    • Excellent customer service skills



    Joslin Diabetes Center is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, genetic information,  disability status, protected veteran status or any other status protected by law.


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