Post-Renal Transplant Administrative Coordinator (Practice Assistant II) / 40 Hour / Days
Brigham & Women's Hospital(BWH)

Boston, Massachusetts

1.) Provides administrative support to nursing staff in the Renal Post-transplant office. This includes but is not limited to answering telephones, checking telephone and Epic staff messages, organizing and triaging incoming faxes, scanning records into Epic, entering laboratory data into Epic.

2.) Responds to all requests for information regarding the Renal Transplant Program. Requests are made by a variety of organizations and individuals including but not limited to referring physicians, insurers, prospective patients, the New England Organ Bank and UNOS (United Network for Organ Sharing).

3.) Schedules all post-transplant follow-up visits to the Renal Transplant clinic. Schedules all necessary consults, biopsies, ultra sounds, diagnostic tests, post-transplant visits and procedures according to guidelines.

4.) Obtains insurance approval for renal transplant clinic visits when necessary. Due to the varying and constantly changing requirements of each insurer and "Center of Excellence" networks, must maintain competency in this area.

5.) Serves as point of contact to gather and organize all clinical information related to post -transplant patients. Interacts with the Renal Transplant data analyst as necessary. Provides information that is requested by insurers and patients. Information for renal transplant approvals, and medical record requests.

6.) Assists with management of patient testing calendar to ensure that all patients have required labs drawn in a timely manner.

7.) Manages prescription refill requests as needed.

8.) Participates in transplant team meetings, as necessary. Responsible for meeting scheduling, agenda creation and taking minutes when requested. Gathers data for Center of Excellence contracts and UNOS reports.

9.) Communicates with patients and referring physicians as appropriate, and to answer questions related to the administrative process in the post-transplant phase with the Renal Transplant Program.

10.) Trains in other administrative tasks related to the functioning of the Renal Transplant Program. Members of the Administrative Coordinator team (pre- and post- transplant) will provide assistance/cross-coverage for all programmatic administrative tasks as needed.

11.) Participates in quality assurance and process improvement projects as appropriate.

12.) Performs all other assigned administrative tasks.

• High school diploma or GED required; post-high school education preferred.

• Minimum one year of applicable work experience required.

• Additional training in office systems preferred.

The intensive and long-term follow-up aspects of the Renal Transplant Program will require the Coordinator to become an integral member of the transplant team. Therefore, outstanding interpersonal skills, and strong oral and written communication skills are required. The Coordinator must demonstrate the ability to prioritize and meet multiple short- and long-term goals in a setting of frequently unscheduled demands and patient needs. Flexibility, excellent judgment and the ability to work independently are required. Must be able to function well under stress, and to interact effectively with patients and their families.


Technical skills required:

• Knowledge of practice operations and standards.

• Understanding of procedures including filing, copying, scanning, printing, and faxing.

Phone skills:

• Ability to use phone system (answer and screen calls, put on hold), answer routine questions, and give routine information.

Verbal skills:

• Ability to interpret information as appropriate, answer routine questions in the most professional manner, and communicate in a professional, courteous, clear, and concise manner.

Organization Skills:

• Ability to manage work processes in a neat and orderly way and to sort and alphabetize.

• Ability to manage multiple tasks effectively, follow established protocols, and work within systems.

Writing Skills:

• Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo, or interoffice note) and to take complete and accurate messages.

System Skills:

• Ability to type and enter data at an entry level. Entry level understanding of applicable systems.

• Understanding of the appropriate use and importance of related forms.

• Basic understanding and use of medical terminology.

• Basic comprehension of insurance types and referral process.

• Basic comprehension of registration and fiscal information.

• Knowledgeable and compliant with all hospital, State, and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.


Hospital based ambulatory practice. Normal patient environments where there are some exposures to communicable diseases, unpleasant odors, needle, and blood products.


Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.

EEO Statement
Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability.

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