Job Profile Summary 

​This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following Program Management duties: Program management, projects, and coordination of resources to meet accreditation standards, support strategic growth, and service line development. These positions typically support hospital-based programs.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education.  Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation. 

Job Overview 

This position provides administrative support for department heads and clinical service lines. The position works with multiple constituencies across the hospital and takes a lead role in managing the program’s administrative needs, including assisting callers, taking messages, managing calendars, placing purchasing orders and maintaining electronic filing systems. Helps to ensure smooth operations of our practices to improve the patient experience. Maintains data related to patients under treatment, patient intake upon discharge, scheduling appointments, monitoring labs and communicating results, following up to ensure that all steps in the process are completed.  Handles patient correspondence, processes forms, takes messages and maintains an electronic filing system.  

Job Description 

Minimum Qualifications: 

1. Associate’s degree.   

2. Two (2) years of experience in patient data collection and classification in a medical setting. 

Preferred Qualifications: 

1. Bachelor’s degree.   

2. Five (5) years of experience in patient data collection and classification in a medical setting. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Maintains a running list of outpatients followed by the clinical practice, with a schedule of labs and outpatient appointments for each patient. 

2. Adds patients to the running list when called by QSS, primary teams, physicians, and nurses. 

3. Communicates with home health care agencies, rehab centers, etc. to review discharge orders including weekly labs orders, prescriptions, and establishes the connection for back and forth communications while the patient is under the care of program medical staff. 

4. Makes appointments and ensures that the patient and/or the caregiver is informed. 

5. Oversees scheduling of patients in the Infusion Center for first dose or change in antibiotic and participates in obtaining insurance authorization.  Handles any logistical complications or problems. 

6. Enters patient information into existing databases for quality improvement purposes. 

7. Checks that lab results arrive weekly or more frequently as ordered and that appointments are kept.  This requires frequent contact with offsite caregivers and sometimes coordination of lab orders and arrangements with local hospitals for patients who are being treated at home. 

8. Follows up with appropriate physician to ensure labs have been reviewed.  

9. Follows up to ensure that patients keep their appointments and labs are completed.   

10. Recommends and implements changes to improve operational efficiency. 

11. Facilitates and follows up on drug order changes to ensure that all parties are informed and closes the loop. 

12. Maintains documentation related to order changes. 

13. Calls/sends letter to patient and outside facilities (nursing home/rehab), if applicable. 

14. Facilitates documentation and corresponds with appropriate physicians. 

Physical Requirements:  

1. Occasionally lift and/or move up to 25 lbs.     

2. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending/descending stairs and operating office equipment.     

3. Frequently required to speak, hear, communicate and exchange information.     

4. Ability to see and read computer displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols.     

Skills & Abilities: 

1. Knowledge of anatomy and physiology, medical terminology, and medical records technology. 

2. Ability to communicate effectively with RNs, pharmacists, physicians and patients. 

3. Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols. 

4. Computer literacy required, including familiarity with email, Microsoft Office programs and scheduling applications.   

5. Excellent communications skills, both oral and written.  

6. Strong interpersonal and organizational skills. 

7. Ability to maintain confidential medical information. 

8. Ability to learn and use network programs. 

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org.