Practice Coordinator II-3

Facility: 101 Columbian Street, Weymouth, MA 02190

Department: SSH Medical Oncology Cancer Center | Status: Part time | Shift: Day

About the role

The Practice Coordinator II reports directly to the Practice Manager and serves as the first point of contact in the infusion unit. This role requires professional behavior, adherence to policies, and a strong understanding of treatment frequencies and guidelines for chemotherapy, immunotherapy, and supportive care. Advanced clerical skills, decision-making, and multitasking are essential.

Responsibilities

• Check in patients, verify personal and insurance information, and update records in Epic.
• Schedule complex appointments for a high volume of patients, including chemotherapy, immunotherapy, imaging, interventional radiology, and outside referrals, following treatment plans and guidelines.
• Manage direct communication with patients and families, ensuring timely and professional interactions.
• Coordinate care with nursing teams to ensure accurate appointment scheduling and updates.
• Handle administrative support for providers, nurse practitioners, oncology nurse navigators, infusion nurses, and research nurses, including managing schedules and ensuring safe practice.
• Answer and triage telephone calls, including after-hours messages, and respond to high-volume scheduling requests via In-basket/Patient Gateway.
• Facilitate prescription refills, medical record requests, and patient referrals to financial counselors.
• Monitor and maintain the neatness and cleanliness of waiting areas, providing assistance to patients and families as needed.
• Perform patient check-in and check-out processes, including verifying demographics, insurance, and alerts in Epic, and assigning patient badges in RTLS.
• Coordinate complex scheduling activities, including multi-provider appointments, second opinions, and referrals to specialists, dieticians, and social work.
• Prepare, open, and close provider schedules, handle daily schedule changes, and ensure proper billing and revenue processes.
• Track referrals, generate reports, and ensure patients are scheduled and arrive for appointments.
• Navigate new treatment patients through processes such as vein assessments, port placement, and chemotherapy education.
• Reconcile daily infusion logs to ensure future appointments are set up and lab orders are linked for next-day treatments.
• Assist in maintaining office supplies, receiving shipments, and stocking items.
• Participate in clinical systems training for new hires and embrace technological advances like Voalte and RTLS.
• Perform other duties as required by the clinical practice support or operations team.

Requirements

• Associate’s degree and/or 4-6 years of equivalent experience.
• Experience working in a medical setting and knowledge of medical terminology.
• Demonstrated ability to perform complex scheduling.
• Exceptional customer service, organizational, decision-making, communication, and interpersonal skills.
• Ability to multitask, prioritize, and work effectively in a fast-paced, interdisciplinary team environment.
• Working knowledge of Epic or other electronic medical records systems.
• Proficient computer skills, including Microsoft Office suite.
• Self-starter with strong team-building and leadership abilities.

Pay

Pay Range: $21.10 - $30.15 per hour