Team Support Coordinator

Physician Health Services, Inc. (PHS), is a nonprofit corporation that was founded by the Massachusetts Medical Society to address issues of physician health. PHS is a confidential resource for physicians and medical students who may benefit from help addressing stress, burnout, work-life balance issues, and a variety of physical and behavioral health concerns that sometimes arise in today's hectic healthcare environment. These include substance use difficulties, cognitive issues, psychiatric problems, the stress of medicolegal situations, and interpersonal challenges at work or at home. PHS provides resources to those who seek our services, and is designed to provide assessments and also monitor those in need for the recovery of substance use disorders, behavioral health concerns, occupational problems, or mental or physical illness.

We are currently seeking a Team Support Coordinator to work in our Waltham, MA office (hybrid in-office and remote schedule).

Opportunity for initiative-taking, detail-oriented person to be part of a great mission-driven team helping with physician health and well-being. Responsible for data collection, entry, and analysis of all PHS client activity such as client referral data, consents, client contracts, monitor changes, and case transactions. Charged with preparing, editing, tracking, and mailing all client correspondence. Responsible for organizing, preparing, and recording meeting materials for all case management meetings and assisting with daily office administrative matters.

Responsibilities:

1. Follows through with client case management activities such as processing referrals, intakes, consents, contracts, and closures. Enters client data into the PHS database with precision and thoroughness. Works closely with the PHS clinicians and staff to ensure a seamless workflow. Problem solves unresolved and/or incomplete information independently and seeks out the assistance of PHS clinicians and staff when needed.

2. Coordinates, prepares, edits, and tracks client correspondence including recommendation, closure, and contract letters following weekly Client Round Case Management meetings and on request. Prepares, edits, and tracks compliance letters and status requests for third parties such as the Board of Registration in Medicine, insurance providers and credentialing organizations ensuring all verification procedures were followed. Demonstrates a full understanding of client statuses and pays close attention to detail in all aspects of preparing client correspondence letters. Identifies and reconciles discrepancies in correspondence details with PHS clinicians and staff when needed. Uploads all client related correspondence into the PHS database.

3. Works closely with the PHS clinicians, clients, and Monitoring Services Coordinator to coordinate and track contract monitor changes. Prepares correspondence to clients ensuring accuracy of current monitor status and relevant documentation is provided. Reconciles monitor status with PHS clinicians and clients when necessary. Updates the PHS database with new monitor information on a consistent basis.

4. Organizes internal and external meetings, including client cases management meetings such as Client Rounds Meetings and Clinical Advisory Committee Meetings. Prepares agendas, meeting materials, records meeting minutes and distributes in a timely manner. Sends notifications to meeting participants, organizes catering when needed and confirms meeting rooms. Responsible for the maintenance and renewal of the Clinical Advisory membership status.

5. Learns and maintains the PHS confidential database. Assists with database maintenance, upgrades, and enhancements. Works closely with the database liaisons to address system issues, new program requests, and reviews data for accuracy on an ongoing basis. Responsible for accessing and creating various client and program activity reports upon request. Assists with the implementation of database improvements and works with the office manager to develop on-line forms and enhance the user-friendly nature of the client portal.

6. Assumes shared responsibility with the administrative team to answer telephones and respond to or route incoming calls and assists with Monitoring Services Coordinator and Client Services Coordinator responsibilities as needed.

7. Assists with calendar management and scheduling meetings for directors and clinical staff.

8. Responsible for maintaining and updating the PHS resource list and database.

9. Additional responsibilities as assigned.

Qualifications:

• A Bachelor's degree, or equivalent relevant experience is required.
• At least two years of related administrative experience (preferably in a medical or healthcare organization, handling confidential information) is required.

• Proven ability to be proactive, work independently, prioritize workload, deliver high quality results, and meet time sensitive deadlines while managing multiple tasks and competing demands.
• Meticulous attention to detail, resourcefulness, flexibility, reliability, and willingness to learn are essential.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel and PowerPoint).
• Experience with client databases and the maintenance process of a database system are necessary and data analysis experience is highly desirable.
• Strong organizational, problem-solving, analytical and time management skills.
• Excellent verbal and written communication skills, including demonstrated ability to prepare clear and concise correspondence.
• Excellent interpersonal and customer services skills. Ability to speak articulately and credibly with a professional demeanor to successfully relate to a wide diversity of staff, vendors and clients.
• Must be able to work effectively and productively, in a team-based environment, across all levels of staff.
• Aptitude for handling sensitive and confidential information with discretion and good judgment.
• Strong editing, proofreading, word processing, and data entry skills are important.

• Prior experience or involvement in a quality management program or process is preferred.
• Experience within the field of substance abuse and mental health is strongly preferred.

Benefits:

Our generous benefits offerings include: Two weeks of paid vacation, six personal days, twelve sick days, thirteen paid holidays, medical and dental plans, 401(k) plans with company match, tuition assistance and more!

The MMS has earned praise as one of the Top Places to Work in Massachusetts by The Boston Globe for the past 15 years in a row! The Globe surveys employees on company leadership, benefits, ethics, values, and culture, and recognizes those companies who receive high marks from their employees.

Massachusetts Medical Society is an Equal Opportunity Employer: Min/Fem/Vet/Disabled