Admin. Coordinator, Fitchburg

Administrative/Clerical Fitchburg, Massachusetts


Position at UMass Memorial Health - HealthAlliance-Clinton Hospital

Everyone Is a Caregiver.

At UMass Memorial Health Care, Everyone is a Caregiver regardless of title. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health care system of Central and Western Massachusetts, and a place where we can help you build the career you deserve. We are more than 14,000 employees, working together as one health care system. And everyone, in their own unique way, plays an important part, everyday.

Requisition #: 220293
Title: Admin Coord - Oncology 
Department: Cancer Center 
Posting Date:  10/07/2021
Hours: Per Diem
As needed. Mon-Fri 8a-4:30p, Flexible start & end time
Location: Fitchburg Campus, Cancer Center



The Administrative Coordinator, Oncology provides a range of secretarial duties and administrative duties for the department that are essential to patient care. 


 Job duties specific to this position:

 Patient Care Coordination:

  • Manages all incoming phone calls to The Cancer Center, critically evaluates and triages call to the appropriate discipline, and is aware of emergent situations. All calls are handled in a timely and efficient manner with excellent customer service skills. Able to document the call in the system with accurate information.
  • Maintains and coordinates the daily schedule for Medical Oncology, The Physicians/NP, The Non-Cancer Infusion Center.
  • Coordinates all patient schedules for MD appointments, chemotherapy and treatment appointments, laboratory appointments. Collaborates with the appropriate multidisciplinary staff - RN’s, Social Workers, Dietician, and Navigators - to prepare the patient schedule.
  • Obtains complete physician orders and prior authorization from non-clinic physicians for The Infusion Center. Schedules in the Soarian Financials scheduling system for this population of patients.
  • New patient referrals are taken efficiently and according to department procedure. Aware of scheduling needs based on the diagnosis. Obtains appropriate clinical information related to the diagnosis from referrer in preparation of the appointment.
  • Ensures complete registration at initial visit in an accurate, timely and confidential manner.
  • In preparation for each day, performs reminder calls to all patients. Follows up with all no show appointments.
  • Transcribes all physician orders and carries out each order in a timely and efficient manner.
  • Documents the medical record with all of the following, but not limited to; diagnostic testing dates and times, outside referrals dates and times, prior authorization information, triage calls, and all other communication with the patient. This documentation is concise, accurate and entered in a timely manner.
  • Manages all referrals outside of the HealthAlliance System for extended care of the patient. Makes the connection to the referred physician office, prepares and sends the appropriate medical records, radiology and laboratory results.
  • Performs order entry in the appropriate system, aware of lab testing that requires prior authorization.
  • Researches and documents the appropriate ICD10 code to apply to where needed; scheduling of diagnostic testing, referrals etc


  • Sorts, reads and annotates incoming mail is on a daily basis. Disseminates to appropriate staff member. Re-sorts physician mail after physician review, returns documents to appropriate source. Scans clinical documents into the EMR.
  • Functions within the budget by understanding the budget, ordering and monitoring supplies and using creative ideas.
  • Accurately types minutes, reports and agendas for teams, committees and department in appropriate format within specified time period.
  • Statistical data is accurately maintained and completed in a timely manner per departmental guidelines. Coordinates physician schedules in collaboration with UMMHC schedules, clinic days and start and stop times based on their requirement for tumor conferences, meetings, and on call schedules.
  • Obtains initial insurance approval/referral prior to visit/admission.
  • Checks medical necessity and obtain prior authorization for services from all payers prior to service being rendered.
  • Coordinates denials for insurance issues with the fiscal and medical records departments to produce a positive solution.
  • Shares ongoing insurance information is shared with staff. Disseminates overall insurance updates and/or guidelines in an accurate, timely and organized manner.
  • Ensures Professional Billing is complete and accurate for each day of service before sending to Central Billing Office at UMMHC.
  • Trouble shoots and follows up on issues before involving management.
  • Provides and shares direction, leadership and guidance to other clerical employees within the department.
  • Develops and maintains new systems/workflows to meet the changing aspects of health care reimbursement and patient care. Ideas are shared with each other and with management in daily huddle.
  • Manages multiple tasks independently and simultaneously within the department. Able to multi-task with several Electronic systems, both HealthAlliance and UMass.

 Customer Service;

  • Communicates effectively, kindly and with confidence to all customers, referrers, patient and families, physicians. The skill shown by this position enhances the business activity.
  • Keeps work area safe and clean by keeping it free of clutter and debris. 

 Job duties for all positions:

  • Takes responsibility for ensuring that all work outcomes satisfy the UMass Memorial Health System True North.
  • The individual must support the mission, vision, and goals of HealthAlliance Hospitals and serve as a role model for the CARES
  • Demonstrates excellent attendance and actively participates in a variety of meetings and training sessions as required.
  • Demonstrates a friendly, responsive, service-minded attitude to all internal and external customers.
  • Communicates ideas effectively. Shares information and keeps others properly informed. Gives, and is open to useful feedback.
  • Adheres to the HealthAlliance Hospital Code of Conduct and Behavior Standards and dress code. 
  • Complies with established environment of care/safety policies and procedures and all health and safety requirements.
  • Maintains, and fosters, an organized, clean, safe work environment.
  • Actively contributes to the development and application of process improvements.
  • Maintains a collaborative, team relationship with peers and colleagues in order to effectively contribute to the group’s achievement of goals and to help foster a positive work environment.
  • Demonstrates respect for the diversity of patient and employee populations. Supports and encourage diverse points of view, work and lifestyles.
  • Practices cost containment and fiscal responsibility through the efficient use of supplies, equipment, time, etc.
  • Performs a variety of related duties as assigned.



  • Advanced typing and computer skills - A working knowledge of Microsoft Office tools. 
  • Able to learn and maintain efficiency using several computer systems.
  • The ability to collaborate and communicate professionally with health care professionals and patients.
  • Expert knowledge of billing, insurance and referral systems.
  • Strong Medical background, understand terminology, diagnostic testing
  • Proven organizational and customer services skills. 
  • Strong attention to detail.
  • Ability to work independently; demonstrated ability in critical thinking.
  • Familiar with various types of treatment and their schedules and treatment times to schedule appropriately.
  • Familiarity with laboratory testing
  • Familiarity with ICD10 diagnosis coding.
  • The ability to read, write and speak clearly in English.



High school diploma required, Associates degree in related medical field preferred



At least 5 of years experience in the medical/clerical field.  Previous experience interfacing with health professionals (or equivalent) and patients/clients directly or via the telephone.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.


Not applicable.

Standards of Respect: