Administrative Coordinator II - Heart Center of MetroWest

Job Profile Summary 

​This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following Clinical Administration duties: Long-term strategic planning, determines strategic issues and opportunities that could affect practice success, prioritizes and tracks investments across practices, allocates resources and makes decisions regarding practice growth, and develops need to accomplish the practice's vision.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education.  Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation. 

Job Overview 

This position provides administrative coordination, reporting, day-to-day support, and daily operational tasks to assigned program.  This role participates in assessing, planning, implementing and evaluating the health services provided.  Where appropriate, new services, approaches, or expanded programs will be presented for review.  This position is responsible to effectively organize, assemble and arrange resources to meet the short- and long- term goals of the program and organization. Serves as liaison and key point of contact to facilitate programmatic and operational communications internally and externally. This position works cooperatively within the department and other services to create a system of quality health care according to the policies, procedures, philosophy, and objectives of the departments and hospital.   

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Collaborates with leadership to continuously improve service outcomes that impact patient comfort by overseeing the development and follow-through of improvement opportunities that are consistent with the hospital mission vision and scope of service statement. 

2. Oversees day to day functions related to service area(s) including: budget compliance/payroll, staffing, scheduling/core delivery, front desk operations, revenue capture, and prior authorization for patients as needed based on insurance coverage. 

3. Acts as the first level “go-to person” for the clerical needs of the program including timesheets, office supply and check requests, managing mail and billing of contractees, developing, printing and dissemination of program fliers and family education packets, among other daily administrative tasks. 

4. Works with the clinical and administrative team in developing a comprehensive workflow process within the program. Reviews workflows from time to time and provides support and guidance to the team to improve efficiency as necessary. 

5. Coordinates staffing pattern of the program based on volume and needs, providing coverage and support as needed to ensure uninterrupted patient care and continued efficient workflows.  

6. Collects, analyzes and makes decisions based on data and evidence-based statistics.  

7. Facilitates inter- and intra-departmental and external communication and linkages including responding to and facilitating internal agency communications with community services, staff, other hospital departments, and or off-site programs. Disseminations updates via letters, emails, and other methods as needed. 

8. Conducts meetings for all providers and staff to discuss new policies and procedures and provide updates to enhance delivery of care through the program, satisfaction with service and resolution of problems.  

9. Assists with and assures departments compliance with ACR/JCAHO/ACOS regulatory standards. 

10. Participates in Quality Improvement activities which used for strategic planning purposes, preparation for accrediting bodies, quality assurance and performance improvement plans. 

11. Participates in the interview process and assists in a comprehensive orientation plan for all new employees. 

12. Communicates progress to the management team regularly to achieve goals are achieved. 

Physical Requirements:  

1. Frequent sitting, occasional standing or working, and lifting of 10-15 lbs. 

2. May be exposed to dust and other typical office-like discomforts. 

3. Manual dexterity using fine hand manipulations for computer keyboard operation. 

4. Ability to see computer screen and read reports. 

5. Ability to hear instructions from physicians and other clinical or nursing staff. 

Skills & Abilities: 

1. Computer literacy required including familiarity with word processing programs and electronic spreadsheets and in learning new applications. 

2. Excellent customer service skills including excellent interpersonal and telephone skills.  

3. High degree of tact is necessary due to frequent interaction with patients, physicians, and insurance companies. 

4. Strong business skills, including understanding of health care expense, revenue, and reimbursement models and how they affect business plans. 

5. Ability to develop recommendations based on analysis and lead teams and drive to decisions.   

6. Excellent organizational skills required with attention to detail.  

7. Proven administrative skills and experience. 

8. Ability to prioritize work and be flexible with work assignments.