Practice Coordinator, Radiation Oncology

Reporting directly to the department's Clinical Administrative Manager, the Practice Coordinator will ensure smooth day-to-day operation of the practices within the Department of Radiation Oncology meeting the expectation that patients will receive both exceptional care and service. The successful candidate will lead the admin support team and is responsible for providing superior customer service to all patients, family members, physicians, and staff. Primary responsibilities include the coordination and scheduling of patient consults and follow-ups; treatments; and all care related to the Practice. The Practice Coordinator is an integral part of the leadership team assisting the Clinical Administrative Manager with implementing BWH and / or department initiatives, participating in continuous improvement, and coordinating work related to the clinics' growth.

The Practice Coordinator supports patients, families, caregivers, and providers to coordinate program needs in a culturally sensitive manner. The successful candidate will lead the administrative support team ensuring the following responsibilities and duties are being completed :

• Schedules patient Consultations, simulations, new start, and follow-up appointments for Radiation Oncology patients. Informs patients and staff of appointments and changes related to therapy and appointment changes by patients.Critical point person for communication with physics, therapists, RNs, and other care providers (i.e. Radiology, surgery, others) for effective and timely scheduling
• Responsible for maintaining and tracking patient requests and leading admin meetings.
• Coordinates Treatment Scheduling with the ARIA Task Force (ATF) Scheduling team to ensure Sim Request and sim tasks are completed
• Coordinates and participates in team meetings and Chart Rounds as well as the information flow among treatment team (physics, therapists, nursing, and MDs)
• Make sure consent forms are completed before the sim appointment. Coordinate Interpreters when necessary. Obtain charts from the storage facility when necessary.
• Facilitates answering of incoming calls and messages, and triages calls appropriately to MDs and other key personnel as necessary. Screens calls for emergencies and makes appointments as needed making sure patients' needs are met.
• Obtains patient health information from outside institutions and confirms patients' appointments and referral information.
• Coordinates information flow among treatment team as needed. i.e., physics, therapists, nursing, and MD.
• Work on overall Departmental initiatives and assist with training new personnel.
• Responsible for continuous process improvement as related to patient care coordination
• Recommends improvements to workflows to ensure maximum schedule utilization and improved patient / staff satisfaction.
• Trains and orients practice assistants in scheduling procedures
• Ensures all program has appropriate staffing and coverage
• Support the Clinical Administrative Manager in implementing new initiatives as required by BWH or other regulatory entities and assist in monitoring to ensure sustainability.
• Assist the Clinical Administrative Manager in resolving / redirecting patient billing problems and inquiries relating to all specialty services rendered.
• With guidance from the Clinical Administrative Manager, assist with various elements of staff & provider scheduling for the clinics.
• Monitor and report on room utilization regularly to ensure timely room assignments, and excellent patient flow.

Qualifications - External

The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and / or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.