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Children's Hospital Boston Patient Administrative Coordinator- Pulmonary in Boston, Massachusetts

66994BRJob Posting Title:Patient Administrative Coordinator- PulmonaryDepartment:Ambulatory Services- Outpatient AdministrationAutoReqId:66994BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:Hospital OperationsJob Posting Description:The Patient Administrative Coordinator shall be responsible for:


  • Managing the prior authorization process for patients and/or may train on more complex prior authorization processes in support of specialized medical devices.

  • Serving as point of contact on the process for obtaining and responding to additional requests for prior authorizations for medicines/medical devices across relevant insurance companies for supported clinical area.

  • Accurately creating and compiling bills and invoices (private insurance, Masshealth, and self-pay) with correct billing CPT code, diagnoses code, provider, etc. and submit to billing department as needed.

  • As needed, preparing letters of medical necessity based on physician notes.

Patient Encounters

  • Answering phone and email inquiries from patients and families and external companies in coordination of clinical services. Recording and forwarding messages as needed.

  • Scheduling new and return visits as needed. Verifying patient demographics. Collecting all necessary clinical documentation and information.

  • Responding to patient’s concerns and needs within scope of knowledge and authority and in accordance with our best practices and procedures.

  • Responding to situations requiring escalated service response, ensuring the appropriate providers and parties across multiple specialty areas are made aware of concerns and follows up to ensure resolution.

  • Maintaining tracking system of all orders.

Medical devices

  • Ordering and maintaining supplies of designated medical devices.

  • Reconciling statements from vendors with shipped orders.

  • Confirming for specific patients and verifies that devices or equipment is available for return visits as needed.

Process Improvement

  • Actively participating in and contributing to departmental and organizational initiatives and projects with a focus on continuous process improvement.

  • Recommending and assisting in implementing change in internal systems and procedures

Department Specific Tasks include

  • Covering Healthcare line including retrieving messages and inputting into EMR

  • Distributing incoming faxes, sending outgoing faxes for nurses and clinicians

  • Assisting with DME process

  • Scheduling urgent appointments in EPIC

  • Assisting with letters of Medical Necessity

Work Hours- 7:30-4

Hybrid position - initial training will be fully on site. Once fully trained, primarily remote

To qualify, you must have:

  • High school diploma required. Some college or occupationally-specific education/training preferred.

  • Minimum of 1 year of experience in a high volume administrative role with an emphasis on problem resolution among multiple internal and/or external parties.

  • Ability to learn the prior authorization process for medicines sufficient to navigate the intricacies of the current processes and facilitate improvements.

  • Strong organizational skills and attention to detail.

  • An ability to manage multiple tasks within tight time constraints.

  • Ability to solve problems but with a keen sense of when to escalate for appropriate resolution.

  • Perseverance and follow through.

  • Initiative and inquisitiveness.

  • A sense of urgency and an ability to understand priorities and anticipate needs while also being flexible in order to accommodate changes in priorities.

  • Proactive communication skills.

  • An ability to work with diverse internal and external constituencies.

Boston Children’s Hospital offers competitive compensation and benefits.

Office/Site Location:BostonRegular, Temporary, Per Diem:Regular