Office Coordinator

About Us

As a not-for-profit organization, Partners HealthCare is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women's Hospital and Massachusetts General Hospital, Partners HealthCare supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We're focused on a people-first culture for our system's patients and our professional family. That's why we provide our employees with more ways to achieve their potential. Partners HealthCare is committed to aligning our employees' personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development and we recognize success at every step.

Our employees use the Partners HealthCare values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

Overview:

The Occupational Health Office Coordinator (OC) reports into the Office Manager for the Occupational Health Clinic. The OC is being responsible for providing daily support for the administrative operations and functions in the clinic. The OC supports patient scheduling and the general administrative support for Occupational Health and related Workers' Comp workflows, including data entry and storage of clinical data in appropriate applications, providing front-desk coverage which includes: answering phone calls, greeting and checking-in customers, scheduling appointments and additional front-desk related activities. The OC will also be assigned other administrative functions that support the overall clinical operation of the OH clinic in a seamless and efficient manner. Additionally, the office coordinator may be asked to support department workflows at an Enterprise level as required.

The OC must be detail-oriented and able to work independently in an organized fashion, while managing multiple job demands. Works collaboratively with other administrative and clinical co-workers and functions as a productive team member. Must be able to develop a thorough knowledge of office procedures and policies. Must have working knowledge of Microsoft Office Products and able to learn other windows-based programs.

Responsibilities:

Answers telephone calls, manages correspondence both e-mailed and faxed

Maintains health records including electronic filing, scanning documents into multiple databases, obtaining archived records, able to retrieve information as needed, and pull computer information for clinic staff use.

Enters data and retrieves information into/from multiple databases including electronic health record, and PeopleSoft

Follows HIPAA guidelines for the management of patient privacy and confidentiality including ensuring consent forms are completed before releasing or obtaining any records

Consistently maintains courteous, helpful, caring, and professional manner with all interactions with both internal and external customers.

Greets, checks-in, and aids customers from physicians and senior leadership to front line employees and internal colleagues with equal professionalism

Answers inquires and responds to requests within the scope of responsibilities and refers inquires to clinicians as needed.

Makes appts as requested from customers, HR, and all staff

Contact customers with follow up appointments after vaccinations or lab work results

Communicates and relays messages to clinical staff in an accurate and timely manner

Support new hire activities at an Enterprise level as needed using the new hire portal, as required

Meets deadlines and follow through on assigned projects

Support administrative activities related to Workers' Comp as directed

Must be able to reprioritize according to the needs of a busy setting and juggle multiple priorities

Use/s the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration

Other duties as assigned

Qualifications:

Strong computer skills and strong knowledge of Word, Excel, and Outlook. Ability to work independently. Effective communication skills. Excellent customer service skills. Ability to function in a stressful environment and work effectively under pressure.

Detail oriented

Knowledge of Epic and other electronic-based clinical systems a plus

Strong customer service skills

Solid oral and written communication skills

At least one year of experience in administrative services strongly preferred.

High school diploma required. Associates degree preferred.

English language proficiency

Skills/Abilities/Other Details:

Possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization

Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds, and levels within and external to the organization

Strong problem solving and negotiation skills

Requires minimal direction from leadership and possesses the ability to learn quickly

Work in office

Possibility of traveling to other occ health clinics for coverage

While performing the duties of this job, the employee is frequently required to sit; talk; or hear; use hands to finger; handle; or feel; reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision and depth perception.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.