Patient Care Coordinator

POSITION SUMMARY: The Incidentaloma Institute ensures timely and clinically appropriate care for patients with radiographic findings through identification, surveillance, referral, evaluation, treatment, and/or monitoring. Under general supervision from the Operations Manager or Supervisor, the Patient Care Coordinator will support the Incidentaloma Institute’s ambulatory clinic, attendings, advance practice providers, nursing, and patient care pathways. Key functions include but are not limited to monitoring patient lists, scheduling referrals, enabling patient transitions between the clinic and its physician network, facilitating insurance transactions and reimbursement, as well as assisting clinic visitors and providers in routine operations. This employee will serve as a liaison for patients in all communications regarding care rendered by the Incidentaloma Institute’s clinic staff and the subspecialties it is affiliated with. Position: Patient Care Coordinator Department: Surgical Oncology Schedule: Full Time (Monday-Friday, 8AM-4:30PM) ESSENTIAL RESPONSIBILITIES / DUTIES: Reviewing patient lists and files in the electronic medical record system and/or using Microsoft Office software Facilitating access to care for patients with lesions that meet the Incidentaloma Institute’s criteria Processing incoming clinic referrals and triaging them based on the clinic’s guidance Gathering and verifying patient demographics and financial information, registering, and facilitating admission for surgical procedures Scheduling, adjusting, and coordinating appointments for the Incidentaloma Institute’s clinic and its physician network Checking patients in and out of ambulatory clinics, as well as providing general assistance to all clinic visitors Monitoring and enabling patient care transitions within and outside of the Incidentaloma Institute Facilitating communication between: patient and physician or advance practice provider (nurse practitioner or physician's assistant); advanced practice provider and operating room scheduling personnel; patient's referring physician and advanced practice providers; Surgical Oncology and other departments or specialties within the organization Obtaining pre-authorization from insurance carriers for clinic visits, as needed Processing faxes, phone calls, and miscellaneous inquiries from insurance companies, health facilities, and provider If unable to address themselves, escalating messages to an appropriate person and ensuring receipt Collecting, tracking, and depositing patients’ payments as instructed Preparing billing information and reporting issues in a timely manner Managing calendars for assigned groups and personnel, scheduling events, and making the necessary arrangements Attending and participating in the Incidentaloma Institute’s meetings or committees upon request Providing administrative support for special projects upon request Helping the Incidentaloma Institute, and the Department of Surgery as a whole, meet operational targets established by Ambulatory Leadership Performing all general office duties (such as photocopying, printing, filing, organizing documentation, or sorting mail) and bringing priority items to the supervisor’s attention Routinely handling large amounts of sensitive, confidential information and maintaining confidentiality Analyzing potential issues and offering constructive suggestions to improve efficiency within the Incidentaloma Institute Advising patients with regard to fees and financial policies before and after their consultation Compliance with all organizational behavior standards and codes of conduct, including RESPECT, safety, and confidentiality The list above reflects the employee’s main tasks and daily activities but may not be an exhaustive list of responsibilities. Develops competencies as related to position. Performs other administrative tasks as needed. Complies with all requirements of RESPECT Must adhere to all of BMC’s RESPECT behavioral standards. (The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required). JOB REQUIREMENTS EDUCATION: High School diploma required. Associates degree or Bachelor’s preferred. EXPERIENCE: All incumbents must have medical office experience and/or referral authorization experience as follows: HS/GED plus 3 + years or Associates plus 2 years or Bachelors plus 1 year medical office experience and/or referral authorization experience. KNOWLEDGE AND SKILLS: Extensive knowledge of MS Office software is required Familiarity with electronic medical record systems, especially Epic, is strongly desired Working knowledge of managed care: overall understanding of HMO, PPO, and capitation Obtaining insurance approvals, billing, and co-payments Handling patient arrival and flow Proven experience handling perturbed patients/customers and dealing with sensitive issues Familiarity with scheduling and re-arranging appointments Pleasant speaking voice and demeanor Neat, professional appearance Strong written and verbal communication skills Stellar organizational skills Ability to manage multiple tasks and work independently Attention to detail and ability to work under pressure Ability to learn and navigate basic medical terminology Compensation Range: $22.84- $31.97 This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location. Equal Opportunity Employer/Disabled/Veterans According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment. Working at Boston Medical Center is more than a job. It’s a chance to make a difference as part of our mission to provide exceptional and equitable care to all. As a nationally-recognized leader in health equity, nursing, initiatives to combat climate change, and many other areas, BMC is dedicated to improving the health of our community in Boston and beyond. BMC’s mission to provide exceptional care without exception extends to our employees, and we have been recognized as a top employer and best place to work. A strong sense of teamwork and support for our staff are the bedrock of BMC, as we know that we can only provide exceptional care to patients when our staff are cared for too. Boston Medical Center is an equal employment/affirmative action employer. We ensure equal employment opportunities for all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity and/or expression or any other non-job-related characteristic. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to View email address on click.appcast.io or call View phone number on click.appcast.io to let us know the nature of your request. Boston Medical Center participates in the Electronic Employment Verification Program. As an E-Verify employer, prospective employees of BMC must complete a background check before beginning their employment at the hospital. BMC requires all staff to be vaccinated against COVID-19 and flu, as well as receive a booster dose of the COVID-19 vaccine. According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment. To avoid becoming a victim of an employment offer scam, please follow these tips from the FTC: FTC Tips