New Patient Coordinator

Site: The General Hospital Corporation

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

Join MGH Thoracic Surgery as a New Patient Coordinator!

MGH Thoracic Surgery is seeking a detail‑oriented, customer‑focused New Patient Coordinator to be the welcoming point of contact for all new patient referrals. In this role, you’ll help patients access timely care by managing referrals, reviewing medical records, coordinating diagnostic testing, and scheduling initial consultations across multiple practice sites. You’ll work closely with surgeons, APPs, and administrative colleagues to ensure a smooth onboarding experience, prioritize urgent cases, and support efficient clinic flow. If you thrive in a fast‑paced, multidisciplinary environment and enjoy guiding patients through their first steps of care, we’d love to meet you!

 

Job Summary

The New Patient Coordinator for MGH Thoracic Surgery serves as the primary point of contact for new patient referrals, ensuring timely access to care and a seamless onboarding experience. This role is responsible for managing incoming referrals, reviewing medical records, coordinating diagnostic testing, and scheduling initial consultations across multiple practice sites while collaborating closely with surgeons, advanced practice providers, and administrative teams. The coordinator ensures accuracy in patient registration, insurance verification, and documentation within EPIC, communicates clearly with patients and referring providers, and supports efficient clinic flow by prioritizing urgent cases and maintaining high standards of customer service in a fast-paced, multidisciplinary academic practice.

 

Qualifications

Primary Responsibilities

Schedule all new patients to Thoracic Surgery with the correct MD based on referring provider request, patient reason for visit, and soonest availability. Orders and schedules any necessary radiology testing to coordinate with the appointment.

Confirm that patients are informed about directions, parking and the process for their first appointment, including the amount of time required for the appointment.

Answers and triages incoming calls to the New Patient Coordinator phone line promptly and courteously. As the patient’s first contact with Thoracic Surgery, plays an integral role in the positive image desired by the Division and the Hospital.

Requests and ensures receipt of all relevant medical records and images for each incoming new patient based on reason for visit. This includes any and all recent radiology images, PCP notes, referring provider notes, office notes from cardiology, gastroenterology, oncology etc. as well as any relevant operative and pathology reports.

Ensure all new patient shadow charts are printed prior to appointment date by including all the medical information pertaining to the patient is available for the surgeon from various sources within and outside the hospitals, clinics and MD offices.  This will include all necessary radiology films and written reports.  Emergency, walk-in, and add-on patients may also be possible requiring a quick turnaround for new patients.

Ensure that pathology slides are requested, received and reviewed for all incoming cancer patients (including New Patient visits and patient transfers from satellite sites)

Scan all appropriate records into the Epic system upon receipt under proper index information to allow others the ability to locate such records in the future. Scan all outside medical records for division of Thoracic Surgery.

Secondary Responsibilities

Cross trained to schedule at multiple Thoracic locations

Participate in the onboarding and training of new hires.

Participate in Divisional staff meetings and take minutes.  Prepare minutes and distribute to staff when requested.

All other duties as assigned by Team Lead and Manager.

Education
High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?
No

Experience
office experience 2-3 years required

Knowledge, Skills and Abilities
- Proficiency with all Office Suite, Knowledge of office operations and standards and understanding of office procedures including filing, copying, scanning, printing and faxing.
- Ability to use phone system and manage mo