Administrative Coordinator - Cardiology - Massachusetts General Hospital (Boston, MA) in Boston, Massachusetts For Sale

GENERAL SUMMARY/ OVERVIEW STATEMENT: The Administrative Coordinator under the general supervision of the Practice Manager supports and receives direction from the Section Head of Vascular Medicine & Intervention. The incumbent will coordinate and provide support for administrative, clinical research, and patient care on behalf of the Vascular Medicine & Intervention Section. Emphasis is placed on the ability to organize priorities, complete tasks, manage confidential information, and enhance the quality of service to all. PRINCIPAL DUTIES AND RESPONSIBILITIES: ADMINISTRATIVE RESPONSIBILITIES: Under minimal supervision, the Administrative Coordinator coordinates key meetings and events. This also includes calendar coordination and travel arrangements for the Section Head and other members of the staff, as necessary. Establishes and maintains office systems (e.g. filing system, paper reports, databases, maintaining and updating computer programs, and requisition of office supplies). Assists the Section Head in the preparation of presentation materials, reports, and mailings. Organizes telephone conference calls and in person meetings between multiple sites and time zones, creates and distribute agendas for these calls. Circulates minutes and action items form each call and/or meeting. Organizes and attends Network meetings, and prepares administrative documentation as needed (e.g., memos and meeting minutes). Assists with publication-related tasks, including management of copyright and disclosure forms and handling manuscript reprint requests. Resolves day-to-day administrative problems and takes measures to correct/prevent them. Prepares travel expense report, reimbursement forms, and any other travel paperwork necessary to process reimbursement and submits receipts for reimbursement to conference/meeting sponsors and/or Partners/MGH as appropriate. Updates curriculum vitae and biographical sketches, as requested Supports the Vascular Medicine & Intervention Fellowship Program with scheduling meetings, booking conference rooms, correspondence, and other special projects as necessary. Performs special projects for Section Head or Practice Manager as requested. PATIENT CARE RESPONSIBILITIES: Provides patient care support to physicians, mid-level practitioners, and other clinical staff. Manage and triage complex telephone calls, utilizing courteous customer service skills. Schedules patient clinic appointments, diagnostic testing, and procedures. Ensures the completeness of all paperwork and performs basic ICD-9 coding, as required to complete visit encounter forms for processing. Understands HMO, Managed Care and other Third Party Insurers. Functions as a resource to patients around managed care plans and insurance issues. Ability to perform electronic insurance verification, obtain referrals and procedure pre-authorizations. Performs all other related tasks which would facilitate the flow of patients through the practice, or which would enhance the quality of service and care to patients. CLINICAL RESEARCH RESPONSIBILITIES: Manages professional program of clinical-researchers at the academic healthcare level. Coordinates interactions among multiple groups and institutions at the local, national and international levels; organizes multi-institutional meetings and international conference calls. Supports clinical investigators/researcher coordinators/grant managers during scientific reporting, proposal and IRB development, appointments, and other responsibilities as necessary. Assists program director and associates with researching materials and editing professional papers and correspondence. SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures. Must have the ability to function in a fast-paced environment and manage competing demands effectively. Requires ability to be forward-thinking in order to effectively lead a growing department Requires a high level of empathy, compassion and confidentiality. Ability to take initiative and exercise judgment required. Leadership: Ability to identify issues/projects and initiates plans to address; Demonstrates forthrightness and integrity. Ability to develop a common vision for diverse constituents, communicates effectively, sell ideas, and take ownership and responsibility for activities. Professional knowledge: Extensive knowledge regarding financial, operational, research, and physician practice management, business planning, project management etc. Sufficient knowledge to improve, enhance, or upgrade complex financial, operational and technical systems. In-depth understanding of all pertinent medical coverage. Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff. Analytical Skills: Ability to conceptualize and conduct analysis (financial and operational). Critical Thinking/Decision Making: Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions. Interpersonal/communication: Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology. Information Systems/Technology Skills: Exceptional computer skills (including operating systems, word processing, PowerPoint, database, electronic mail, Internet, spreadsheets, OR Scheduling, and other office management systems). Safety/Compliance: Knowledge in all aspects of safety and ability to ensure a safe environment for staff and laboratory subjects. Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of xxxx (HIPAA). EDUCATION: High School Diploma or GED required; Bachelors Degree preferred. EXPERIENCE: Requires 2-5 years directly related experience. Excellent interpersonal, communication and organizational skills required. Proficiency in PC's and MS Office suite. FISCAL RESPONSIBILITY: Prepares travel expense reports, reimbursement forms, and any other travel paperwork necessary to process reimbursement and submits receipts for reimbursement to conference/meeting sponsors and/or Partners/MGH as appropriate. WORKING CONDITIONS: Normal office conditions. May occasionally be required to attend meetings outside of regularly scheduled hours. May be required to travel to MGH satellite Division offices/clinics as necessary. The above is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of personnel so classified.
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