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Department Coordinator

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POST DATE 9/3/2016
END DATE 12/9/2016

Newton-Wellesley Hospital(NWH) Newton, MA

Newton, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
High School Diploma or GED



Provides support to the Sports Medicine department by performing secretarial, receptionist and clerical duties. Maintain a strong command of the hospital registration/scheduling system (Epic). Registers new patients and updates existing patient information with strict attention to detail and maintains patient privacy. Schedule patient appointments within the Practice as well as through other hospital departments. Types, does word processing and data entry with high accuracy. Answers multiple telephone lines, takes calls, screens and relays messages and/or provides information to caller. Files and retrieves information as needed. Process requests for information/medical records according to guidelines.


o Answers multi line telephone system promptly and gathers screening information, takes, relays and manages messages and/or provides routine information. Retrieves voicemail messages, returning calls or forwarding messages as needed.

o Maintains a strong command of hospital registration/scheduling system (Epic). This includes registering new patients, updating patient information, scheduling and rescheduling appointments as necessary. Multitasks when needed to include checking patients in, collecting co-pays, insurance verification.

o Organizes and maintains patient records, logs and other controlling systems, retrieves files as needed. Develops and maintains systems to assure accurate, confidential, retrievable information.

o Photocopies and releases information to appropriate parties, including copies

for subpoenas, third party administrators, patients.

o Referral management, specialty testing prior authorization and scheduling of special testing.

o Confirms upcoming patient appointments, verifies pertinent information directly impacting upcoming appointments.

o Demonstrates understanding of the legal implications disseminating patient information.

o Greets, directs and/or assists patients. Assesses and prioritizes patient needs. Assists patients with forms as necessary.

o Opens, sorts, distributes, prioritizes and/or files incoming documents, mail

and other correspondence.

o Processes rejected claims in a timely manner according to the processes set forth by the hospital registration system.

o Works collegially to support patient flow and operations that affect functions of the Sports Medicine department.

o Completes other special projects and administrative tasks that are assigned on a routine basis.


- High school graduate or equivalent with minimum two years medical office experience, Associate's Degree preferred.

- High proficiency in communication verbally and in writing.

- Superior customer/patient service skills

- Ability to type 60 words per minute.

- Proficiency in word processing, data entry and PC based applications required.

- Knowledge of medical terminology required.

-Demonstrated evidence of:

-effective communication skills

-ability to problem solve

-competent to multitask and remain cool under pressure

-ability to get along with others

-ability to confront issues appropriately

-ability to handle confidential and potentially sensitive information Newton Wellesley Hospital is an Equal Opportunity Employer