Satellite Office Coordinator

Summary: The Satellite Office Coordinator reports to the Practice Manager overseeing the daily non-clinical administrative operations of assigned office(s). Participates in the development of office policies and procedures and ensures their implementation. Trains and schedules office staff to ensure adequate administrative support. Participates in implementing new programs and makes recommendations for change to promote office efficiency and effectiveness.

Responsibilities: Develops and maintains working knowledge of OBGYN out-patient medical practice to maximize operational effectiveness. Participates in overall planning of office activities to accomplish the practices mission and long and short term goals.

Coordinates daily activities of the staff. Appropriately assigns tasks to support staff, establishes deadlines for work assignments, and monitors completion. Ensures that offices are properly staffed and all functions are performed efficiently. Ensures adequate staff training in all office processes and computer programs.

Oversees and ensures access to care by providing guidance on triaging patient phone calls, appointment scheduling, and patient registration. Manages patient flow to ensure a prompt, organized, and pleasant patient experience. Recommends opportunities for increased efficiency.

Under the direction of the Practice Manager and/or Supervisor Medical Assistants, assists in managing provider schedules, including but not limited to office schedules and call schedules as required.

Oversees facility maintenance and works with Brown University Health Property Management to maintain a safe environment.

Ensures adequate inventory of all office and medical supplies and the maintenance of office equipment. Orders office and medical supplies as required.

In collaboration with the Supervisor Billing, ensures the accuracy and timeliness of front end billing activities, including obtaining complete demographic and insurance information and any required referrals, notifications, and authorizations.

Develops and monitors processes for ensuring patient family practice physician and referring physician satisfaction. Ensures excellent communication with referring physician offices. Ensures all activities meet or exceed patient expectations.

May travel to other satellite offices to provide oversight or coverage.

Preserves and protects patient and employee right to confidentiality.

Performs other related duties as required.

Other information:

BASIC KNOWLEDGE: Minimum high school diploma. Must demonstrate ability to coordinate day-to-day practice operations. Familiarity with OBGYN medical office procedures and terminology highly preferred. Demonstrates knowledge and skills necessary to provide care to patients throughout the life span with consideration of aging processes, human development stages, and sensitivity to cultural diversity in each step of the care process.

EXPERIENCE: Three years related experience in physician practice or hospital outpatient practice, preferably OBGYN. Demonstrated ability to coordinate office operations. Excellent communication and interpersonal skills. Strong working knowledge of computer applications, Caretracker highly preferred.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS: Work is performed in an out-patient medical office setting requiring extensive sitting, standing, and walking.

Brown University Health is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, ethnicity, sexual orientation, ancestry, genetics, gender identity or expression, disability, protected veteran or marital status. Brown University Health is a VEVRAA Federal Contractor.