Medical Assistant Non Practice - Baystate Health

Req#: R30266
Category(s): Medical Assistant, Medical Assistant Non Practice
Full Time / Part Time: Full-Time
Shift: First


The Office Coordinator is responsible for the smooth and effective operations between the administrative support functions in the front office and the clinical operations of both the Cardiac Center and Cardiac Rehab.  Responsibilities include greeting patients, phone reception, patient scheduling, insurance & benefit verification, confirmation calls, entering provider orders, label printing, and supply ordering.  Responsibilities also include documentation in MARS and MUSE systems. Office Coordinator provides key administrative support to the Cardiac Center and Rehab team.

The Office Coordinator role requires the individual to work independently in performing the essential functions as detailed below in supporting Cardiac Center and Rehab.

Job Responsibilities:

1) Will utilize the Centricity system to register patient demographics and perform initial insurance verification prior to scheduling of patients.  

2) Patient Scheduling: Responsible for organizing patient scheduling activities, including maintenance of Physician schedules in the Centricity system; knowledge and accuracy required for appointment types and patient acuity in order to support clinical flow.

3) Greet patients and perform check-in/check-out in a positive, professional manner. This includes management of co-payments, assistance with transportation and communication. Supports patient operations and clinical staff to achieve coherent workflow in the center.

4) Responsible for coordinating Physicians/Provider schedules with Cardiology Center, Cardiology rehab, and Cardiology office.

5) Insurance verification:  responsible for all insurance verification activities including the verification of insurance coverage benefits and advising all patients of the therapy, tests and procedures covered by the payer source. 

6) The Office Coordinator must be able to use Centricity, MARS, and MUSE systems to input information, print data reports, and analyze data returned in order to ensure accuracy of information. This includes, but is not limited to, EKG reconciliation, Holter inputs, QUIC reports, and Invision corrections.Office Coordinator must be able to communicate this information with the Operations Manager and supervisor.

7) The Office Coordinator will provide administrative support to the Program Manager and all clinical staff.  Responsible for schedule support for staff, physician and patient schedules.  Completes needed requisitions and requests for department operations including submission of eSarfs. Responsible for the coordination of supply purchases within budgeted guidelines, management of invoices, and strong coordination and communication regarding such with Program Manager.  Accountable for the preparation of all clinical charts for clinical nursing team including appointment specific labeling and organization of patient specific forms. 

8) Serves as a liaison between the Cardiac Center, Rehab, and physician offices, ensuring effective coordination and communication of all patient activities and referrals. Responsibilities include notification of patient adherence to treatment regiment, communication of need for insurance referrals, and notification of change in patient status.

9) Independently responsible for the smooth and effective operation of the front office of the Cardiac Center. This includes screening and receiving telephone calls in a prompt, courteous, and professional manner. Responds to all inquiries or refers to appropriate personnel to triage patient and physician calls, acting as a key first contact for patient complaints. Utilizes active listening and excellent communication skills to work with individuals contacting the Cardiac Services.

10) Maintains competency in operation of multiple electronic systems;  Includes but not limited to, Centricity, MUSE, MARS, and all basic operating systems.

11) Maintains both Cardiac and Hospital competencies.

12) Prioritizes workload and completes within established time frames in order to accommodate needs of the patients and the center. 

13) Demonstrates and models principals of service excellence in support of the patient experience.  Key measures of service, patient satisfaction, engagement, are monitored, and shared with staff, to support opportunities for improvement.

14) Assumes responsibility for own professional growth and development including attending appropriate educational programs and maintaining knowledge relevant to responsibilities.

15) Persons must be able to assist with clinical operations and support nursing staff.

Required Work Experience:

1) Previous office coordination and/or healthcare experience.

Preferred Work Experience:

1) Front office and coding.

Skills and Competencies:

1) Excellent customer relations skills.

2) Able to work independently.

3) Ability to function in a dynamic environment.

4) Medical terminology.

5) Well developed PC and word processing skills  to include Microsoft office.

6) Ability to work under pressure.

7) Ability to prioritize workload to meet deadlines.


You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.



Associates of Science (Required), Bachelor of Science, Bachelor of Science


Certified Medical Assistant – Other

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

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