Job Description

The New Patient Coordinator/Financial Counselor I(NPC/FC) is responsible for facilitating the new patient’s appointment/care. These functions may include, but are not limited to, collecting initial clinical data, collecting demographic and insurance information, providing clear and accurate financial information/options, and scheduling the initial visit.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Clinical Intake and Scheduling

• Guide patient through the appointment process, including expectations of the first appointment.
• Coordinate/obtain clinical documentation prior to the first visit, including medical records, pathology slides, and/or radiology films.
• Work closely with all providers to triage patients of all disease types appropriately.
• Consult with physicians, as appropriate, to determine urgency of first appointment.
• Maintain knowledge of current financial arrangements, insurance coverage, and billing procedures at DFCI and the local host hospital.
• Perform mini registration in Epic, capturing demographic and insurance information, to create a medical record number (MRN) and schedule initial appointment in Epic.
• Send electronic “new patient packets” to patients.
• Run daily list of new patients in Epic.
• Prepare, review, and obtain consents for new patients.
• Complete new patient check-in: review registration information, consent forms and financial assistance, obtain consent signatures, scan insurance cards, collect proxy and/or power of attorney forms for scanning, and enroll patients on Partners Patient Gateway.
• Manage multiple provider schedules and have an adequate understanding of which diseases each provider can see.
• Manage multiple EMRs (e.g. Epic, Meditech) and maintain knowledge of how to navigate all platforms to ensure appropriate insurance, demographic information, and records are available.
• Have sufficient understanding of how to manage records for all diseases – including which disease specific reports/scans/documentation are required for providers to see a patient at their first visit.
• Report all newly booked, rescheduled, and cancelled new patient appointments to the network program nurse for new patient intake.

Financial Intake and Counseling

• Collect accurate demographic and insurance information for all new patients – update Epic registration or send registration shell to Longwood Pre-Registration, as necessary.
• Identify self-pay or high-risk financial patients and schedule financial counseling appointments (e.g. self-pay, non-participating insurance coverage, potential high coinsurance).
• Notify Longwood central Access Management of identified established patients switching to high risk insurance or losing coverage.
• Work directly with identified self-pay and high financial risk new patients or directed established patients to obtain any additional demographic and financial information needed.
• Utilize real-time automated tools for insurance verification, eligibility, and benefits information - may require contacting insurance carrier.
• Compile and submit all necessary documents and data to support request for coverage of charges for services to be performed at DFCI.
• Update insurance and demographic information for new patients and directed established patients, in Epic, as necessary.
• Accurately and courteously explain policies regarding financial assistance programs and assist patients/families in the completion of applications
• Coordinate on-site support with Longwood central Access Management, on a daily basis, including, but not limited to, providing financial counseling support, managing patient pre-authorizations, and obtaining signatures for ABNs and other high risk waivers.
• Scan insurance cards into Epic for all new patients and directed established patients.

The NPC/FC may provide coverage/assistance as needed to the Practice Coordinators as requested by management staff.

• Associates degree; 2 years of equivalent experience may substitute for degree. Bachelor’s degree preferred.
• Minimum of one years of financial experience in a hospital or ambulatory setting.
• Prior hospital/physician office scheduling/billing experience.

Knowledge, Skills, and Abilities

• Excellent customer service and communication skills, both written and verbal.
• Self starter with strong team player and leadership abilities.
• Strong analytical, problem solving skills, mathematical/accounting skills.
• Ability to prioritize and meet pre-determined deadlines.
• Advanced technical skills, as appropriate.
• Knowledge of managed care policies and medical terminology preferred.
• Working knowledge of GE Centricity or other hospital/professional services billing systems.
• Strong understanding of Microsoft Office product suite.
• Ability to maintain a high level of discretion and confidentiality.

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff. Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.

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