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

67761BRJob Posting Title:Patient Administrative CoordinatorDepartment:Clinical Services ManagementAutoReqId:67761BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description:

Coordinates and facilitates administrative processes and services for the Department necessary to deliver and support care for patients. Supports the prior authorization process, scheduling, billing, and ordering of program supplies. May train on more complex prior authorization processes, support more complex patients with specialized treatments in support of patients with chronic diseases or conditions. Coordinates communications and services with insurance companies as directed. May assist with coordinating services with medical device and supply companies in support of providers’ care.

This Patient Administrative Coordinator will be responsible for:


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

  • Prepares letters of medical necessity based on physician’s notes

  • Serve 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 creates and compiles 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, prepares letters of medical necessity based on physician notes

Patient Encounters

  • Answers phone and email inquiries from patients and families and external companies in coordination of clinical services. Records and forwards messages as needed

  • Schedules new and return visits as needed. Verifies patient demographics. Collects all necessary clinical documentation and information

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

  • Responds 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

  • Maintains tracking system of all orders

Medical devices

  • Orders and maintains supplies of designated medical devices

  • Reconciles statements from vendors with shipped orders

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

Process Improvement

  • Actively participates in and contributes to departmental and organizational initiatives and projects with a focus on continuous process improvement

  • Recommends and assists in implementing change in internal systems and procedures

To qualify, you must have:

  • High school diploma. 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 strong organizational skills and attention to detail.

  • Ability to Persevere and follow through.

  • Initiative and inquisitiveness.

  • A sense of urgency and an ability to understand priorities and changes in priorities.

  • Proactive communication skills.

Boston Children’s Hospital offers competitive compensation and unmatched benefits including flexible schedules, affordable health, vision and dental insurance, child care and student loan subsidies, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition and certain License and Certification Reimbursement, cell phone plan discounts and discounted rates on T-passes. Experience the benefits of passion and teamwork.

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