Ambulatory Practice Coordinator

Ambulatory Practice Coordinator I

Internal employee note: If you are an existing employee of South Shore Health then please apply through the internal career site.

Requisition Number: R-21622

Facility: LOC
0003 – 5 Tarkiln Road, 5 Tarklin Rd, Kingston, MA 02364

Department Name: SMC Internal Medicine PB

Status: Full time |
Budgeted

Hours:

40 |
Shift: Day (United States of America)

Compensation Pay Range: $19.09 – $25.69

• Customer Service/Check – In:
  Greets and acknowledges all patients and visitors and directs them to appropriate services.
• Acts as a positive role model to other staff, encouraging engagement with customers.
• Proactively greets customers by name and with individualized interest.
• Follows through on messages to inform the entire team of issues as needed.
• Monitors patient flow and attendance throughout the day, keeping patients informed of delays.
• Acknowledges customer arrival at the desk promptly and courteously.
• Fosters a pleasant and professional office environment in keeping with Culture of Service Excellence standards.
• Answers telephones within the third ring, using an accepted greeting and professional tone.
• Checks phone messages each hour and responds to calls within the same business day.
• Prioritizes Epic inbox actionable items, completing high‑priority items within the same business day.
• Demonstrates independence, proficiency, and accuracy with processes, ensuring regulation compliance.
• Orients new patients to essential guidelines and expectations (Cancellation and no‑show policy, MMR policy, DOT payment, waitlist expectations, etc.).
• Consistently and independently detects and corrects errors in patient charts according to department standards.
• Actively seeks opportunities to mentor other staff.

• Accurately and efficiently link to other locations in Epic EMR.
• Complete a full set of appointments independently, including single and multiple disciplines, according to scheduling standards.
• Accurately cancel and reschedule all cancelled appointments at the time the message is received.
• Communicate promptly with appropriate staff regarding conflicts or difficulty scheduling visits.
• Consistently cooperate team‑wide to meet scheduling needs.
• Use creative approaches to solve scheduling difficulties and maximize resource utilization and timely access to services.
• Actively seek opportunities to mentor other staff about the scheduling process.

• Efficiently manage work schedule to accomplish tasks before deadlines.
• Work independently with infrequent need for supervision.
• Inform supervisor when unable to meet a deadline.

• Respond to Tiger messages, email, and Epic messages according to department standards.
• Accept a changing environment as technology advances and be willing to learn new techniques and equipment.
• Remain receptive to changes in department work processes and practices.
• Seek appropriate guidance for new techniques.
• Offer suggestions for departmental improvement.
• Participate in continued learning and be willing and able to use new technology and procedures as they develop.
• Embrace technological advances that enable effective and efficient communication (Outlook, Epic, Tiger).

• Demonstrate professional courtesy in all interactions with patients, family, and coworkers.
• Answer all questions politely and professionally or find someone who can answer.
• Handle complex or challenging patients or situations calmly and professionally.
• Report issues or concerns using the chain of command.
• Acknowledge patients when immediate assistance is not possible.

• Print, review, and inquire about all department‑specific reports as needed.
• Complete hand‑off communication with each shift change or time away from the front office.
• Complete weekly or monthly assignments according to rotating schedule.
• Assist with ordering supplies.
• Work collaboratively as a team, helping each other and interjecting when helpful.
• Obtain records from outside facilities when requested.
• Anticipate issues ahead of time by reviewing schedules and identifying potential problems.
• Respond to messages promptly.
• Maintain a positive…