Assistant Practice Coordinator - Family Practice (full time)

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Location: Stoneham, MA
Job ID: 157346-1A
Date Posted: Oct 4, 2019
Category: Specialist

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Job Description

Welcome To

Winchester Physician Associates is part of a vibrant and growing health care system, recognized as a trailblazer in medicine and a standard bearer in patient experience. It includes an award-winning academic medical center, a superb constellation of community hospitals, home care services, rehabilitation facilities and more.

We are committed to attracting, developing and retaining top talent in a market long recognized and revered as a global leader in health. With a team approach to care, we encourage learning and growth at all levels, and we offer competitive salaries and benefits. We adhere to the principles of a just and fair work environment for all colleagues, where respect is foundational and performance is rewarded.

About the Job

GENERAL SUMMARY:  Assists with coordinating the day-to-day operations of a provider practice, which includes patient flow, provider schedules, charge entry, deposit of copayments, referral processes and staff supervision.  Also works with Practice Coordinator to ensure practice growth, profitability, quality care, and patient, provider, and staff satisfaction.  Works closely with Practice Coordinator to communicate practice needs, problems, and concerns and to communicate ideas and suggestions to increase patient volume and improve practice’s financial position.  Supports and communicates WPA policies and procedures to providers and practice staff.  Extended hours may be required to attend meetings, insure practice staffing and meet deadlines. 


  1. Exemplifies Winchester Hospital’s values and Service Excellence standards.  Commits to making every encounter with our patients, patients’ family, co-workers, physicians and other customers the best that it can be.
  2. Complies with all Winchester Hospital and WPA policies and procedures and the Code of Business Conduct.  Maintains current tuberculosis testing.  Takes responsibility for own safety as well as the safety of patients, patients’ family, co-workers, physicians and other customers.

3.         Assists in coordinating effective operation of the front desk insuring a customer service focus while gathering appropriate information needed for clinical care and billing.  Responsible for accurate and timely submission of patient charges. Provides backup support to all practice staff, including training of scheduling patient appointments and collects pre-registration information at the time of scheduling, patient registration, verifying health insurance coverage and demographic information

4.         Maintains insurance referral management system.  Assists in developing practice protocols for referrals and educates patients, families and practice staff about referral protocols.

5.         Responsible for managing phones (on/off service), retrieving messages from answering service and communicating messages to appropriate staff.  Handles routine telephone inquires in a courteous and professional manner and provider back-up to staff in dealing with difficult patients and other problems.

  1. In collaboration with Practice Coordinator, involved in the interviewing, hiring, orienting, training and evaluating of all staff.  Includes evaluating performance of, and when necessary, disciplines practice staff.  Provides guidance in effective problem solving to all practice staff.  Assists Practice Coordinator in conducting regular staff meeting to promote communication and facilitate problem solving and planning.
  2. Works closely with Practice Coordinator to ensure day-to-day operations of the practice,supporting practice growth, profitability, quality care and patient, provider and staff satisfaction.
  3. Demonstrates cost conscious awareness by comparing and analyzing practice expenditures monthly and efficiently utilizing staff and supplies within budgetary guidelines.  Reviews monthly practice reports and recommends ways to reduce overhead.  Works with Practice Coordinator to develop supply, capital, and staff budgets and revenue projections.

9.         Insures a safe working environment by resolving maintenance, housekeeping and physical plant problems. Ensures that office and clinical equipment is kept in good working order.  Ensures that the Practice’s OSHA Manual is complete, and up-to-date and accessible to staff.  Maintains MSDS for all chemical used in the practice.  Monitors service contracts and arranges for repairs and/or preventive maintenance.


  1. High School diploma required.
  2. At least two years experience in a medical office setting and at least one year experience as a medical secretary or medical assistant in WPA practice.
  3. Knowledge of medical terminology.
  4. Knowledge of insurance and referrals.

5.         Keyboarding ability and knowledge of practice management software.





About Us

The Lahey Model of Care—right care, right time, right place—is exactly what patients, providers and payers need and deserve. Identifying and delivering on this convergence of interests has positioned Lahey Health for further growth. Our model ensures care is highly coordinated and locally delivered, with lower costs and exceptional quality.

Lahey Health is a robust, regional system including a teaching hospital, community hospitals, primary care providers, specialists, behavioral and home health services, skilled nursing and rehabilitation facilities, and senior care resources throughout northeastern Massachusetts and southern New Hampshire. The system has a global presence with programs in Canada, Jordan and Bermuda.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.