Inpatient Administrative Coordinator (IAC)

Under the direct supervision of the Administrative Manager, the Inpatient Administrative Coordinator (IAC) will be embedded with the inpatient pediatric general medicine teams. S/he will work closely with the physicians, advanced practice providers, members of the interdisciplinary care team, and directly with patients and families to coordinate a variety of administrative tasks and provide support to the physician teams within the division. S/he will assist with the effective management of the division’s inpatient daily clinical operations, workflow, new projects, and initiatives. Works independently and in close day-to-day cooperation with the leadership on the inpatient floors. The IAC is expected to effectively organize priorities, complete tasks proactively, and manage confidential patient information. The IAC will additionally have administrative coordinator responsibilities for the Hospitalist and Child Protection group.

May include duties and responsibilities of PSC I, II, and II as well as:

Primary responsibility will be to assist with admission and discharge planning, to:

• Reduce administrative burden on medical teams
• Expedite discharges
• Improve coordination of post-charge care

Care Team Communication & Coordination

• Call other services to determine when procedures are scheduled.
• Organizes and attends meetings, and prepares administrative documentation as needed (e.g., memos and meeting minutes).
• Performs general clerical duties including photocopying, faxing, distributing the mail, filing, and setting up conference calls.
• Provides administrative support, including business expense reimbursements, phone conference setup, and meeting minutes.
• Proactively check-in with responding clinicians (Residents or APPs) daily.
• Organizes own work according to priorities set by supervisor.
• Provides administrative support for projects such as maintaining databases and running routine reports.
• Will facilitate communication for medical team, including communication via Voalte Messenger with inpatient teams.
• Provides support and assistance in the resolution of patient/customer service issues. Leads efforts within the services to ensure Service Excellence on behalf of all support staff.
• Support safe transitions from inpatient to outpatient care
• Coordination/scheduling of multiple appointments using multiple systems or resources. Including post-discharge follow-up appointments. Schedule outpatient imaging at MGB for patients with orders (US, XR, CT, MRI).
• Develop a basic knowledge of public and private insurance coverage for inpatient and ambulatory services and medications.
• Review discharge medication list and initiate prior authorization process for medications to ensure completion prior to discharge.
• Coordinate with patients and caregivers the delivery of medications and supplies prior to discharge.
• Contact patients at home to schedule appointments for patients who were discharged from the hospital on a weekend.
• Troubleshoot within a complex system to resolve scheduling issues and escalate concerns about gaps in follow up.
• Communicate with patients, families, and case management to troubleshoot issues with co-pays, medication deliveries, and transportation.
• Obtain medical records, including requests for imaging discs/pathology slides/echoes/caths) from Outside Hospitals (OSH).
• Submit/coordinate medical prior authorizations.
• Assist providers with other administrative tasks that will expedite discharge.
• Point of contact with PCPs; fax discharge summaries, inpatient notes to PCP/specialty offices for medical team.
• Assists in the roll-out of referral and authorization requirements for new services.

Other tasks will include:

• Assists Practice leadership with the establishment of policies, programs and procedures for the department.
• Functions as the “Super User” point person for multiple scheduling functionalities within the division
• Identify and communicate to the Practice’s leadership issues of process creating inefficiencies within the operation. Assists in their resolution, working with departmental leadership.
• Works to ensure HIPAA Confidentiality and Privacy Policies are fully implemented.
• Will be the primary point of contact for administrative support for the Hospitalist and Child Protection program.
  • This will include, but not limited to reimbursement requests, CME tracking, assist with clinical team schedules; moonlighter weekend/holiday schedules, communication of weekly coverage to respective team members.
  • Assist in Provider credentialing, license renewal and reappointments.
  • Evaluate and standardize office procedures and effectively troubleshoot and resolve issues as they arise. Inform staff of inter and intradepartmental policy and procedure changes.
  • Act as the liaison to other Hospital units or departments regarding security, safety, information resources, etc.
  • Attend and participate in meetings as appropriate.
• Perform all other duties or special projects that are unit specific, and that are appropriate to this level of position.

High School Diploma Required

Bachelor’s degree in Business Administration preferred.

Minimum of 3-5 years work experience in medical group practice, billing and/or managed care setting required.

Demonstrated experience to interface with various levels of the practice, including physicians, nurse practitioners, administrative assistants and others.

Thorough knowledge of EPIC system features, OR scheduling tools, as applicable.

Demonstrated ability to work independently, with limited supervision, resolve issues, be organized, attentive to detail and achieve outcomes within the team.

Demonstrates effective interpersonal and communication skills.

Effectively interacts with all levels of management.

Demonstrates knowledge of HIPAA Confidentiality and Privacy policies.

Demonstrates an understanding of Disaster protocols to include: fire, safety, code calls, per the mandatory training, as outlined by MGH and JCAHO guidelines.

None

None

High School Diploma Required

Bachelor’s degree in Business Administration preferred.

Minimum of 3-5 years work experience in medical group practice, billing and/or managed care setting required.

Demonstrated experience to interface with various levels of the practice, including physicians, nurse practitioners, administrative assistants and others.

.

Thorough knowledge of EPIC system features, OR scheduling tools, as applicable.

Demonstrated ability to work independently, with limited supervision, resolve issues, be organized, attentive to detail and achieve outcomes within the team.

Demonstrates effective interpersonal and communication skills.

Effectively interacts with all levels of management.

Demonstrates knowledge of HIPAA Confidentiality and Privacy policies.

Demonstrates an understanding of Disaster protocols to include: fire, safety, code calls, per the mandatory training, as outlined by MGH and JCAHO guidelines.