Practice Coordinator, Physician Practice

About the role

The Practice Coordinator is responsible for the day-to-day oversight of the administrative and clinical support functions for one or more assigned practices. They build and maintain effective working relationships with providers and leaders throughout the Care New England system. As an advocate for patients and role model for staff, they embrace and support innovative patient and family-centered care within CNE practices. The Practice Coordinator collaborates with nursing leadership and/or medical assistants to ensure quality, service, and access for patients.

Responsibilities

• Uphold the mission, vision, and values of CNE.
• Respond timely to provider needs, escalate issues as appropriate, and participate in developing action plans to improve the provider experience.
• Maintain administrative support activities to ensure effective and efficient operations of assigned practices.
• Ensure employee satisfaction for the practice(s) managed; collaborate with practice leadership to develop and implement action plans to improve the employee experience.
• Develop and maintain staff schedules to support providers in delivering patient care.
• Manage inventory control and purchasing of office and medical supplies.
• Process employee and clinician payroll per policy.
• Oversee front-end financial processes, including collection of demographic and insurance information, insurance verification, pharmacy information, referrals, medical necessity, and prior authorizations.
• Monitor the collection of patient financial responsibility; ensure timely reconciliation of cash drawer(s) and prepare daily deposits.
• Manage the timely resolution of coding and professional billing work queues; delegate work to office staff and provide feedback to prevent errors and denials.
• Proactively implement process changes to prevent errors and denials.
• Monitor operational metrics such as visit volumes, RVUs, schedule utilization, next available appointment, no-show rate, cancel/reschedule rate, and charge lag.
• Identify barriers to achieving targets and collaborate with Practice Administrator, clinicians, and staff to develop solutions.
• Hold daily huddles with staff and providers; conduct monthly staff meetings to address organization and practice initiatives.
• Assist the Practice Administrator (PA) and/or Manager (PM) with staff supervision; provide ongoing support to ensure employees are competent to perform their duties.
• Distribute and review staff work; report compliments or concerns to the PA/PM.
• Interview, hire, and ensure proper orientation of new employees in coordination with the PM/PA; collaborate with teams across CNE to onboard new providers.
• Report and respond to all safety and quality issues using CNE’s event reporting system; inform Practice Administrator of all safety and quality issues.
• Assist in developing and implementing departmental manuals and procedures.
• Support the practice by filling in for staff during shortages due to open positions, vacations, illness, or leave of absence.
• Monitor quality and patient satisfaction metrics; assist in designing and implementing action plans for continuous improvement.
• Address and resolve patient concerns and complaints.
• Perform other duties as assigned.

Requirements

• High School diploma or GED required; Associate's degree preferred.
• A minimum of three (3) years of administrative experience in a medical practice setting is required.
• Prior experience in a supervisory capacity is preferred.

About Us

Care New England Health System (CNE) and its member institutions—Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group—is a trusted, integrated health care organization that fuels advances in medical research, attracts top specialty-trained doctors, and delivers renowned services and innovative programs. CNE engages in discussions about health and end-of-life wishes, helping transform the future of health care and ensuring a leading voice in the effort to improve the health of individuals and communities served.