Office Coordinator- Primary Care

Location: Beverly, MA
Job ID: 163120-1A
Date Posted: Oct 21, 2020
Category: Specialist

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Job Description

Welcome To

Welcome to Lahey Health Primary Care. With over 55 primary care practices in more than 30 nearby communities , our primary care physicians and care teams provide quality close to where our patients live or work. We have a team approach to patient care and have developed long-standing, mutually respectful relationships with local specialists at our affiliate hospitals to guide and support the most effective and efficient patient care. As part of the Beth Israel Lahey Health system, we now have the opportunity to care for even more individuals across eastern Massachusetts.

About the Job

Postition Summary:


Coordinates all administrative functions of the office. Arranges for efficient and orderly checking in/out of patients, registering patients in computer ensuring that accurate information is collected and patients are made aware of office policies. Schedules all appointments, collects payments, and issues receipts. Provides referrals and maintains smooth operation of all front desk activities at all times. Works closely with the Practice Administrator to help coordinate staff meetings, give feedback for staff reviews, create/fix workflows, order supplies while ensuring we stay within our yearly budget.  Independently holds weekly team meetings providing agenda to Practice Administrator in advance for review. Assists in coordinating time off of staff.  Practice Daily schedule management, may include difficult conversations with providers about their own time management and appropriateness of visit duration. First point of contact for patient complaints.


Roles & Responsibilities


  • First line when Practice Administrator is not onsite.

  • Registration superuser accountable to disseminate and train staff on upgrades

  • Collaborate with colleagues and providers effectively to achieve positive work outcomes.

  • Demonstrate dependability and reliability in working as part of a team. 

  • Coordinate and supervise the day to day operations of the practice.

  • Communicate practice needs, problems, and concerns to the Practice Administrator. 

  • Ensure maximization of support staff, minimizing overtime through flexible staffing. 

  • Ensure insurance and demographic information is correct for appointments. 

  • Conduct regular clinician and staff meetings; record key information and decisions; put into place the plans decided. - in collaboration with the Practice Administrator.

  • New Patients

  • Medical Records

  • Active Schedule Management 

  • Epic Super User 

  • Train new administrative staff 

  • Submit deposits and scan receipts to the cash office. 

  • Supply order

  • Redirecting of Out of Network Referrals as needed

  • Daily huddles/updates with team 

  • Optum calls backup 

  • Reports

    • Fill rate

    • Quality 

    • Monitor hospital discharges

  • Administrative Responsibilities: 

    • Phones

    • Faxes

    • Prior authorizations 

    • Scheduled Orders Workqueue - daily review/management 

    • Check In/Out 

    • Registration Work Queues - claim edit and charge review

  • Additional responsibilities may be assigned including but not limited to coverage to other NMP departments as well as support Practice Administrator at other offices in purview.



Education/Experience:  High School graduate.  Computer experience.  Good written and verbal communication skills, one-year experience in medical office management, knowledge of medical terminology




About Us

Beth Israel Lahey Health is an integrated system providing patients with better care wherever they are. Care informed by world-class research and education. We are doctors and nurses, technicians and social workers, innovators and educators, and so many others. All with a shared vision for what healthcare can and should be. We are committed to attracting, developing and retaining top talent. We strive to create a diverse and inclusive workplace that reflects the communities in which we work and serve. With a team approach to care, we encourage learning and growth at all levels and offer competitive salaries and benefits.

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