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Clinical Practice Administrator

Department Description: This practice provides Cardiology services at our off-site offices inside of New England Baptist Hospital, Suite 500, located at 125 Parker Hill Avenue in Roxbury Crossing. This office is currently a one-physician practice with non-invasive cardiac imaging on-site. It has a private-practice, non-hospital based feel, though is located inside NEBH. On-site parking is included.

Job Location: Roxbury Crossing, Massachusetts

Req ID: 45837BR

Job Summary: Supervises support staff involved in clinical and administrative activities, with emphasis on sensitivity to patients and meeting service standards. Plans, organizes and oversees work schedules and assignments of support staff to meet operational needs. Coordinates coverage for absences, meal breaks, training and vacations.

Essential Responsibilities:
  1. Supervises support staff involved in clinical and administrative activities, with emphasis on sensitivity to patients and meeting service standards. Plans, organizes and oversees work schedules and assignments of support staff to meet operational needs. Coordinates coverage for absences, meal breaks, training and vacations.
  2. Facilitates patient flow through the unit or practice. Responsible for ensuring the accuracy of patient-related activities such as patient registration, documentation in the electronic medical record, managed care referrals, facility worksheets or other billing, medical assisting vital signs and lab tests. Assist providers and ensure availability of needed supplies.
  3. Implements processes and procedures to ensure efficient processing of work including, but not limited to, time of service, scheduling, referral management, pre-registration and visit ticket entry. Works with the practice/nurse/administrative managers to develop office orientation procedures and protocols.
  4. Provides support to practice by assisting with clinical care. May perform a wide variety of activities relevant to the clinical settings, which may include performing phlebotomy, EKG's, vital signs, etc. May perform lab tests and implements quality control standards as indicated. Provides patients with relevant instructions for specific tests and procedures.
  5. Provides support to practice by assisting with check-in, registration, and verification of demographic and fiscal information utilizing a computer system. Ensures that patient records, documents, lab slips and x-rays are available with appropriate patient identification so the encounter is productive for both the patient and provider.
  6. Schedules related diagnostic and lab tests. Inputs patient insurance and managed care plans, including prior authorizations, referrals, and pre-certifications. Actively assists and supports licensed practitioners by queuing prescriptions for renewal and performing the initial review of medication listings for accuracy in the electronic medical record.
  7. Identifies training needs in both business/office and patient care activities and assists with training of support staff to ensure staff proficiency. Coordinates regular skills development sessions for support staff. Ensures that staff's training needs are met.
  8. Acts as a liaison between physicians, staff and the practice, nurse or administrative managers. Provides information and responds to inquiries. Resolves immediate problems within the department or unit. Reports on-going problems to the manager. May work with nursing, fiscal, administrative management and human resources as appropriate.
  9. Orders supplies and equipment. Coordinates equipment needs and maintenance and ensures that all equipment in the practice is adequately maintained. Arranges maintenance and repairs as necessary with either maintenance department or with vendors where there are prearranged service contracts.
  10. Has the authority to direct and support employees daily work activities. Has authority to undertake or recommend the following employment actions: hiring, termination, corrective action and performance reviews. Direct Reports: 4-6 Indirect Reports: None

Required Qualifications:
  1. High School diploma or GED required. Bachelor's degree preferred.
  2. 3-5 years related work experience required and 1-3 years supervisory/management experience required
  3. Medical assisting experience required through any of the following areas: MA, CNA (or LNA), EMT, PCT certificate, Associates Degree in Medical Assisting. Current or former nursing or medical student who has completed at least one clinical rotation. Successful compliance of BIDMC in-house competency program in 2019. Successful completion of Basic Clinical Skills course at Northeastern University.
  4. Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.
  1. Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
  2. Problem Solving: Ability to address problems that are highly varied, complex and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.
  3. Independence of Action: Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.
  4. Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
  5. Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.
  6. Knowledge: Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations.
  7. 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.
  8. 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.
Age based Competencies:
Employees in this job must be competent to provide patient care to the following age groups: Young adult: 16-30 years, Middle Age: 30 - 60 years, Elderly: 60 -.
Physical Nature of the Job:
Light work: Exerting up to 20 pounds of force frequently to move objects. Some elements of the job are sedentary, but the employee will be required to stand for periods of time or move through out the hospital campus
EOE Statement



As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. BILH requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

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