Practice Coordinator - Medical Oncology

About this role

If you are an existing employee of South Shore Health then please apply through the internal career site. Requisition Number:

R-23210

Facility: LOC0026 - 101 Columbian Street101 Columbian Street
Weymouth, MA 02190


Department Name:

SSH Medical Oncology Cancer Center

Status:

Full time

Budgeted Hours:

40

Shift:

Day (United States of America)

The Practice Coordinator II reports directly to the Practice Manager. He/she will be the first point of contact in our infusion unit and is expected to exhibit professional behavior through adherence to DFCI/SSH and site-specific policies, procedures, and codes of conduct. He/she will be responsible for checking in all patients, as well as, effective and efficient scheduling of patients receiving chemotherapy, immunotherapy, and/or supportive care treatment in the medical oncology infusion unit. As majority of patients receiving care in the infusion unit are on treatment plans where time sensitivity is crucial for successful patient outcomes, understanding treatment frequencies of regimens and the importance of following treatment guidelines is vital in this role. Advanced clerical skills, decision making and the ability to multi-task and prioritize are essential.

Responsibilities consist of checking in patients, scheduling multiple complex appointments for a high volume of patients in accordance with chemotherapy/immunotherapy treatment plans and scheduling guidelines, imaging, interventional radiology, concurrent chemotherapy/radiation therapy, and outside referral appointments. Patient interaction both telephone and in-person. Consistently working with the nursing team to ensure appointments are entered appropriately and accurately. Updating any scheduling changes as they may occur. Special projects as needed.

Essential duties include administrative practice support and coordination for providers, nurse practitioners, oncology nurse navigators, infusion nurses, and research nurses; managing schedules for providers and nurses, ensuring safe practice by informing the Nurse Manager of high patient acuity levels so that proper staffing can be coordinated; scheduling appointments while following guidelines that promote and support a safe clinical practice, patient comfort, and continuity of care for complex visits. Managing direct communication with patients and family members and having a high standard of timely communication is critical to this role.  

Compensation Pay Range: $21.10 - $30.15  

ESSENTIAL FUNCTIONS

1. Administrative Support of Practice a. Answer telephone; triage calls as necessary. b. Retrieves messages from the answering service and triages appropriately. c. Takes ownership of and responds to a high volume of In-basket/Patient Gateway scheduling requests in a timely manner. d. Handles incoming requests for medical records and mails/faxes information as appropriate; works appropriately with HIS on medical requests. e. Facilitates prescription refills for patients, as needed. f. Recognizes emergencies and appropriately responds using standard operating procedures and critical thinking skills. g. Supports patient flow by appropriately directing patients and family members and managing the infusion waiting area. h. Provides customer service to colleagues and other staff members on the use of specific systems as well as on-site processes. i. Monitors the waiting areas for neatness and cleanliness and ensures that appropriate assistance is given to the patients and family members. j. Carries out specific processes in the patient scheduling systems so that correct special billing and revenue processes function properly. k. Handles daily schedule changes for nursing staff. l. May be required to perform other duties as required by the clinical practice support team. m. Reviews “type” of patient appointment and ensures necessary lab orders are linked and any specific consents have been obtained.

2. Patient Check-In a. Greets patients; verbally verifies name and DOB, telephone number and MRN; provide and witness signing of consent form (if necessary); arrives patient in Epic; assigns patient badge in RTLS; provides patient wristband and RTLS badge. Updates patient information in Epic appropriately. b. Prints patient encounter form; directs patient to the appropriate waiting area c. Confirm patient demographics (address/phone numbers etc.) and insurance information. d. May be responsible for mini-registrations, insurance verification, and intake for new patients. e. Refer patients to financial counselor as appropriate. f. If insurance has changes, copy card and performs insurance eligibility check. Review patient “alerts” in Epic and reconciles ie: patient contact information, Medicare survey, psychosocial distress screening performed via ipad, etc. g. Handles incoming requests for records and mails/faxes information as appropriate; Faxes notifications to HIS as necessary (patient name changes, etc.)

3. Patient Check-Out a. Responsible for complex scheduling activities associated with patients arriving from main campus, other centers or other outside entities and coordinating appointments with other specialists, dieticians, social work, 2nd opinions, etc. b. Under the direction of the operations management team, provides appointment scheduling ranging in complexity from one physician appointment to multiple care provider appointments in accordance with department scheduling guidelines for new and/or existing patients.  c. Coordinate care with main campus and facilitate appointments.  Track referrals and generate reports to evaluate with entities that are sending patients. d. Prepares, opens and closes provider schedules and handles daily schedule changes. e. Review “type” of patient appt and ensure necessary forms are completed: new patient consults-print appropriate labels and refer to New Patient Coordinator. f. May be required to perform other duties as required by the operations management team. g. Carries out specifi

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