Office Coordinator

Location: Beverly, MA
Job ID: 176270-1A
Date Posted: May 12, 2022
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

Coordinates all administrative functions of 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.  Triages all incoming telephone calls and routes to appropriate persons.  Schedules all appointments, collects payments, issue receipts.  Provides referrals and maintains smooth operations of all front desk activities at all times.      

Office Coordinator

Conduct regular clinician and staff meetings; record key information and decisions; put into place the plans decided.

Coordinate daily patient care activities of Clinicians

Coordinate and supervise the day to day operations of the practice

Coordinate daily staffing

Communicate practice needs, problems and concerns to the Vice President of Physician Network Development

Communicate and interface with Beverly Hospital Departments as well as Medical Director.

Ensure maximization of staff support of providers, minimizing overtime through flexible staffing

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

Establish system for call-in sick time and call back times for patients

Establish office policies and procedures and develop overall practice protocols

Communicates and identifies problems and concerns of Vice President of Physician Network Development.

Coordinates daily functions of office.


Greets patients warmly and welcome them to practice.

Collects and updates into computer insurance and demographic information, makes photocopies of insurance card(s).

Has patients fill out patient information forms

Checks in patients by crossing them off master list, then placing chart and encounter form into clinician box.

Notifies patient of any delay.


Answers telephone within three rings, places caller on hold only after caller agrees they can wait, and always re-contacts call within two (2) minutes.  Uses courteous and professional manner and identifies self to caller.

Answers and triages all calls.  Takes clear, unambiguous messages, determines call-backs for clinicians and other office staff, obtains prescription refill information,  triages emergency calls immediately. Transfers calls to appropriate extensions and directs calls appropriately.

Schedules all telephone requests for appointments

Puts phones on/off service, retrieves all messages from service and responds to all calls.  Gives covering M.D. names to service


Review encounter forms for completion.

Collect co-payments and other payments and provide receipt

Schedule follow-up appointments and referral appointments, if necessary


Post and balance out Day Sheet each day.

Prepare envelope with Encounter Forms for UPS pickup

Prepare deposit slip and make daily deposit

Help develop an annual budget


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 dedicated to improving health and wellness and making a difference in the lives of our patients, their families and all members of the communities we serve.  Formed in March 2019, Beth Israel Lahey Health is a patient-centered, integrated care delivery system providing a continuum of services spanning academic, tertiary and community hospitals, dedicated orthopedic and psychiatric hospitals, primary and specialty care, community acute care, ambulatory care, behavioral services and home health.  Beth Israel Lahey Health Performance Network is a unified joint contracting and population health management organization, jointly governed by participating physicians and hospitals.

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