The Medical Office Coordinator (Pediatrics) is responsible for providing support within a busy ambulatory setting and ensures efficient operations by providing excellent customer service to patients, providers, staff members, and external parties. Additionally supports the department and leadership by coordinating various requests, assisting in the review and development of orientation materials and training of new employees, and participates with other continuous quality improvement activities.

Hours are Monday-Friday; 9:00 am-5:30 pm.

As a health care organization, we have the responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. We require that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

Front Desk Responsibilities:

• Coordinate scheduling of appointments (e.g., follow-up MD/NP appointments, education and consultation) in accordance with policies and protocols.
• Schedule all outside appointments, consults, and tests.
• Collect co-payments, self-pay payments and/or payment in full or partial payment on any balances on account.
• Other duties as assigned.

 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.
• Review and verify scheduled ambulatory visits, including confirmation that valid insurance coverage exists, that a referral is authorized for specialty visits, and the accuracy of primary care physician data for all managed care patients.
• Responsible for the accurate and complete collection and capture of patient registration data for an assigned area in the pre-registration and verification system.
• Answer all phones calls with appropriate greeting and professionalism. Triage calls based on guidelines. Document appropriately in the EMR and take necessary follow up actions.
• Accurately enter information into the EMR and scheduling system.
• Efficiently schedule ancillary diagnostic and consultative appointments as requested.
• Participate in process improvement groups upon assignment. Report back any issues that affect or require a team decision.
• Review faxes and process appropriately.  
• Utilize online platforms to transmit medical information and other documents.
• Sort and process mail, patient letters and complete all jobs in work tray.
• Perform other functions and duties to support the practice as assigned.
• Other duties as assigned.

• Associates degree in a related field or equivalent work experience , certificate from a business school or program
• Minimum 2 years’ experience in medical office/reception setting or other customer service oriented position
• ABR-OE certification preferred
• Experience with Windows operating systems & Microsoft office
• Experience with automated medical record and registration/scheduling systems preferred
• Demonstrated ability to learn new tasks and procedures, e.g. clinical programs offered at Joslin and advanced automated telephone systems
• Strong ability to multi-task while also maintaining professional demeanor
• Demonstrated skills include exceptional customer service, team building and problem solving