Office Coordinator

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Location: Beverly, MA
Job ID: 170413-1A
Date Posted: Sep 20, 2021
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

Functions as a primary resource for transition of new patients to the office which includes but is not limited to responding to telephone inquiries and outreach to patient panel for scheduling and follow-up;  verification of demographics and insurance.  Also does confirmation outreach to ensure that patient is aware of change in appointment location.   Verifies that accurate patient information is collected.  Makes patients are made aware of office policies. Provides information regarding referrals as needed and enters telephone encounters for patient referral requests and patient prescription refill requests.   Printing, scanning, faxing patient documents as needed.   Practice Daily schedule review. Applies standard office policies and protocols to daily work flow.


  • Handles patient scheduling, registration, and non-clinical questions regarding new physician in the office.
  • Responds to patient telephone calls and documents in telephone encounters.
  • Verifies patient demographics and insurance.
  • Ensures insurance and demographic information, and appointment note for schedule is correct for appointments.
  • Reviews Schedule in advance with physician and medical assistant for any unique needs, especially those that need to be communicated to the patient.
  • Completes documentation in Epic for all patient outreach and interactions as a telephone encounter.
  • Supports outreach to physicians patient panel through letters, portal messages, and telephone calls.
  • Redirecting of Out of Network Referrals as needed
  • Administrative Responsibilities:
    • Phones
    • Faxes
    • Scheduled Orders Workqueue - daily review/management
    • Outreach for overdue labs and appointments
    • Follow-up for No-Show and Cancelled appointments
  • Supporting patient scheduling as needed for specialist appointments and testing.
  • Assist with scheduling patient for primary care follow-up visits
  • Daily huddles/updates with team
  • Communicate practice needs, problems, and concerns to the Practice Administrator.
  • Collaborate with colleagues and providers effectively to achieve positive work outcomes.
  • Demonstrates dependability and reliability in working as part of a team.
  • Additional responsibilities may be assigned including but not limited to front desk registration and telephone coverage.