Pediatric Site Coordinator

About the role

The pediatric site/office coordinator reports to the Practice Manager or Clinical Manager and is responsible for assisting with the daily non-clinical patient operations of the assigned office or practice locations. Oversees successful patient scheduling, registration, and ambulatory workflows for pediatric patients and caregivers. Works closely with other departmental staff to ensure high-quality customer service during patient outreach via phone and electronic portals.

Brown University Health employees are expected to role model the organization's values of Compassion, Accountability, Respect, and Excellence, as well as demonstrate core Success Factors: Instill Trust and Value Differences, Patient and Community Focus, and Collaborate.

Responsibilities

• Demonstrates understanding of job description, performance expectations, and competency assessment plan.
• Commits to meeting and exceeding customer needs while adhering to Customer Service Standards.
• Oversees patient financial processes, including obtaining payments at the time of service and reconciling end-of-day batches.
• Provides general support for patient operations of the site or specialty.
• Orients and serves as a resource to new employees to ensure compliance with pediatric ambulatory policies and procedures.
• Coordinates with site leadership to improve patient workflows and experience.
• Documents patient contact in the medical record, including phone calls, portal messages, confirmation calls, and waitlist outreach.
• Assists with patient care functions such as letters, forms, questionnaires, medication refill requests, DME requests, referral requests, and obtaining documents from specialists.
• Oversees scanning workload and electronic fax inboxes to ensure timely processing.
• Schedules and coordinates patient visits or admissions outside of the clinical department, including securing referrals and prior authorizations.
• Performs outreach to patients overdue for medical care or other high-priority tasks.
• Assists with physician schedule templates and other administrative duties.
• Must be flexible, receptive to change, and able to learn and retain new information or processes quickly.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent; Associate degree or extensive experience in lieu of additional degree.
• At least three years of experience in the general practice operations of an ambulatory or outpatient medical practice.
• Knowledge of medical insurance and benefits, including referrals.
• Proficient in electronic medical records and other computer systems.
• Familiarity with medical office procedures and terminology.

Pay

$20.96–$34.61 per hour.

Schedule

• 7:00 AM–7:00 PM, Monday–Friday (depending on census needs).
• 8-hour daily shifts.