Beth Israel Deaconess Medical Center Practice Coordinator in Brookline, Massachusetts

Practice Coordinator

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Job LocationBrookline, Massachusetts

Req ID 18594BR

Department Description: HOURS = FULL-TIME (BENEFITS) Monday-Friday, 40-hours/week

BIDHC - Brookline Family Medicine at 1101 Beacon is a newly renovated practice providing comprehensive family care at a great location in Brookline.

Dr. Nicolas Nguyen speaks English, French and Vietnamese fluently.

For those who use public transportation, our practice, at 1101 Beacon Street, is conveniently located in close proximity to the MBTA's Green Line: Hawes Street. Metered street parking is also available.Job Location: Brookline, MAReq ID: 18594BRJob Summary: Oversees and facilitates the daily operations of a primary care practice with the commitment of providing excellent customer service to patients, families and visitors. Plans and organizes the work of support staff, coordinates and prioritizes work flow, implements appropriate systems and procedures to maintain service standards and acts as a resource to clinicians and staff.

Essential Responsibilities:

  • Responsible for overall coordination of support staff with emphasis on sensitivity to patients. Organizes and oversees work schedules and assignment of work to meet operational needs. Develops and implements procedures to ensure efficient processing of work, which includes, but not limited to, time of service, referral management, pre-registration and visit ticket entry.

  • Plans, assigns and evaluates work of support staff. Makes recommendations concerning hiring, provides feedback relating to staff performance issues and human resource matters as appropriate. Involved in the performance review process. Takes sick calls, coordinates coverage for absences, meal breaks and training. Helps to develop office orientation procedures and protocols.

  • Implements and oversees office quality assurance systems. Participates in quality improvement activities and works with staff to put systems in place. Monitors provider's schedules to ensure that the appropriate staff is present and facilitate patients in a timely manner. Works closely with staff to provide a team approach to problem solving and ensure that administrative systems are efficient.

  • Becomes and remains knowledgeable regarding managed care, insurance/billing requirements and provides support staff education in these areas. Identifies training needs of support staff and assists with training to ensure staff proficiency. Assist in development of meeting agendas and participates in all staff meetings. Track and report all payroll hours.

  • Coordinate, supervise and participate in physician billing if applicable. Act as primary staff resource for clinicians regarding charge entry. Answer telephones and facilitates urgent phone messages as needed. Provides weekly reports of revenue cycle activities to the Region PM or COO such as visit ticket entry, co-payment collection and referral management.

  • Has the authority to direct and support employees daily work activities. Has the direct responsibility to undertake the following employment actions: hiring, termination, corrective action and performance reviews. Direct Reports: 4-6 Indirect Reports: None

  • Assists in planning, monitoring and/or managing budget in functional area of department.

Required Qualifications:

  • High School diploma or GED required. Associate's degree preferred.

  • 3-5 years related work experience required and 1-3 years supervisory/management experience required

  • Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.


  • Written Communications: Ability to communicate complex information in English effectively in writing to all levels of staff, management and external customers across functional areas.

  • Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.

  • Knowledge: Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations.

  • Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.

  • Customer Service: Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s). Resolves service issues in the assigned unit(s) in a timely and respectful manner.

Physical Nature of the Job:

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally