Project Coordinator, Facial Plastics at Mass. Eye and Ear (MEE)

Posted in Other 2 days ago.

Location: Boston, Massachusetts

Job Description:


This role is benefits eligible, Full Time, M-F Days at our Main Campus, we offer 50% off the MBTA pass.

This is a Project Coordinator Position in the Division of Facial Plastic Surgery that includes Medical Administrative Assistant (MAA) responsibilities and tasks. As a project coordinator, the role is under the direction of the Sr. Vice President for Patient Services and involves coordination of global health and national and international surgical trips, overseeing and coordinating Surgical Programs. i.e., Facial Nerve Palsy, Facial Reconstructive Surgery, Hair Transplant and Transgender Surgical Programs. The coordinator works in a high volume ambulatory clinic setting, supporting one or more Facial Plastic Surgeons as the primary interface between patients and providers. Emphasis is placed on the ability to think critically, stay organized and to prioritize administrative tasks related to patient care and support of associated projects.

Position Functions

  • Handles general administrative responsibilities. Responds timely to inquiries, email, calendar requests and activities related to departmental operations.

  • Schedules meetings, interviews, conferences and activities as needed by physicians/ operational leaders.

  • Maintains administrative calendars for appropriate physicians and/or for appropriate operational leaders.

  • Handles highly confidential information at a high level.

  • Monitors and reports on the progress of the projects to physicians and all involved in projects.

  • Collects and maintains databases related to research/Red Cap surgeries.

  • Assists with implementing processes and procedures to make operations more efficient and effective.

  • Provides leadership and ownership to the projects.

  • May perform pre and post-operative patient photos, and maintain related electronic files and databases.

  • Outreaches to patients to provide information related to their feedback/review of physician's performance/outcomes.

  • Performs administrative front desk duties with the highest level of customer service, including but not limited to greeting patients and families, checking patients in and out for services, collecting copayments, and ensuring proper referrals and authorizations/financial clearance in place for scheduled services. Collect and verify accurate information from patients, prioritizing and communicating to clinical staff as needed.

  • At end of visit, ensures proper follow-up services are scheduled and check out, and helps provide patients with any post-appointment information or instructions requested by the physician and services team. Prints and hands patient after visit summary report after scheduling follow-up visits, tests, and surgeries.

  • Coordinates physician clinic schedules with their academic schedules; this may include managing clinic sessions, surgical block time, on-call duties, meetings, travel, and other commitments.

  • Obtains and prepares medical records in advance; ensures that all documents, including internal and external records, are in order and incorporated into electronic patient record in a timely fashion. If any item is missing prior to day of appointment, contact patient to obtain. Confirm surgeries prior to date of service and ensure patients have all necessary instructions and directions, per physician instructions.

  • Provides support to other colleagues in the office; help to cover and fill in as needed if other staff members are out of office, per instruction from Practice Manager.

  • Closes out copayment collection/cash drawer at end of day, per office protocol.

  • Maintains patient confidentiality at all times; by phone, in discussion and by electronic distribution of information.

  • Qualifications


    • Associate's degree required, Bachelor's degree preferred and/or equivalent combination of education and experience.

    • Minimum of 2-3 years of experience operating in an administrative capacity and/or work involving administrative project coordination.

    • Healthcare background with 1-3 years of experience in administration or project coordination preferred.

    • Strong critical thinking and organizational skills required.

    • Proficient working knowledge of Microsoft Office applications required.

    • Excellent communication skills (verbal/written), ability to work with a team and independently.

    EEO Statement

    Massachusetts Eye and Ear is proud to be an equal-opportunity employer and is committed to providing a workplace free from harassment or discrimination. All employment decisions are made without regard to race, color, age, gender, gender identification, sexual orientation, religion, marital status, sex, pregnancy or conditions related to pregnancy, national origin/ancestry, citizenship, disability, military status, genetic information, or any other basis prohibited by law. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, training, and career development programs.
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