Provider Management Coordinator

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Provider Management Coordinator Job Number: 2025-48546
Category: Administrative Support
Location: Shrewsbury, MA
Shift: Day
Exempt/Non-Exempt: Non Exempt
Business Unit: ForHealth Consulting
Department: ForHealth Consulting – Disability Services – W401800
Job Type: Full-Time
Salary Grade: 16
Union Code: Union Position-W28-SHARE
Num. Openings: 1
Post Date: Aug. 7, 2025

GENERAL SUMMARY OF POSITION:

Under the general supervision of the Operations and Training Specialist or designee, this position is responsible for coordinating client appointments for Consultative Examinations (CE) by medical and psychiatric providers within the Commonwealth of Massachusetts. This position performs complex and varied duties associated with the coordination of departmental administrative functions through the use of the DEScovery computer system as well as Word, Excel, Access and Outlook applications. The Provider Management Coordinator is the primary contact for the community-based DES provider network, interfacing between disability reviewers requesting examinations and the CE network provider performing examinations. This position makes complex decisions regarding protected healthcare information (PHI) based on the Federal regulations regarding the protection of health information under the Health Information Portability and Accountability Act of 1996 (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act.

In addition, this position conducts business across all departments within DES. The Provider Management Coordinator is responsible for all functions involving providers for the DES CE provider panel, comprised of approximately 150 clinicians located throughout the Commonwealth of Massachusetts. Decisions made in this area directly impact the timeline for the disability review process and for the determination of benefits for MassHealth and other agency applicants. This position is the primary hub for all coordination of medical and psychiatric examinations, and interacts with clients, providers, and DES staff regarding establishing client appointments.

MAJOR RESPONSIBILITIES:

• Serve as a liaison between our providers & DES staff.
• Coordinate the complex scheduling of medical, psychiatric and learning disability examinations for clients applying for MassHealth, Department of Transitional Assistance or State Supplement Program disability benefits.
• Review request for appointments to ensure that an appropriate provider is chosen based on specialty of the exam, the geographical location of the client, the providers availability and the clients preference.
• Review and edit CPT codes assigned to ancillary tests to ensure accuracy and consistency within the DES guidelines and provider capabilities.
• Critically assess DTA clients from the pool of CE exam requests to determine who might benefit from their appointment being arranged at a local DTA office. Qualifying clients will be contacted by a phone call and/or letter to arrange these CE exams. Coordinates these appointments closely with the CE provider and the appropriate DTA office.
• Maintain statistics on client participation and make recommendations for improvement.
• Collaborate with CE providers to triage problems related to clients exams, involving other DES staff, as needed, to assist in problem resolutions.
• Forecasts and Identifies opportunities for multiple appointments with same provider to achieve potential cost savings with a block sequence arrangement with interpreter service vendors. .
• Make complex decisions regarding privacy matters associated with the clients case, including determination of who DES may exchange information with regarding the clients case, what information may be mailed, and what is required, by HIPAA, to allow conversations to take place.
• Corresponds and communicates daily with advocates and agencies handling sensitive and confidential records/information for clients at DES. Communicates confidential information via phones & secure email, assuring there is always adequate coverage
• Data enters appointment information into DEScovery or MedQuest system in a timely manner. Also enters scheduling data into other data bases such as Learning Disabilities and State Supplement Program. Responsible for alerting disability reviewers of incoming CE reports for any DES program.
• Generate reports in preparation for analysis and graphical display. Organizes information into spreadsheet format for data collections.
• Review provider finances monthly & resolve financial accounting questions with providers. Coordinate inbound calls from clients, providers and agencies in an expert manner with excellent communication & organizational skills and telephone etiquette & resolve any issues they might have.
• Collaborate with multiple interpreter services by requesting and or cancelling interpreters for clients and entering the information on an excel spreadsheet. Ensure that electronic data transmission of daily interpreter is performed in a secure manner, according to DES & ForHealth Consulting data security policies and procedures.
• Provide directions to clients for CE appointments, and helpful office descriptions for their appointments. Overnight and express mail client letters/provider letters, English and or Spanish.
• Comply with established policies, health & safety regulations and requirements, procedures and department objectives.
• Performs scanning functions, faxing, scanning of daily provider schedules, invoices for providers, client letter, letter to providers, dictations to sign and other documents on a daily basis.
• Monitor & evaluate office procedures and identify areas for improvement. Initiate & implement new procedures as needed.
• Perform other duties as assigned.

REQUIRED QUALIFICATIONS:

• Associates degree in business or related field and 3 years of relevant complex office experience.
• Demonstrated knowledge of medical terminology or willingness to take a course in Medical Terminology.
• Knowledge of HIPAA laws and regulations especially as it refers to the confidentiality of PHI.
• Knowledge of Microsoft Office products, Word, Excel, PowerPoint, and Outlook.
• Demonstrated ability to monitor, generate, collect, and distribute reports.
• Must possess demonstrated verbal and non-verbal communication skills necessary to work effectively with diverse population, both on the telephone and in person.
• Attention to detail, experience with monitoring reports.

PREFERRED QUALIFICATIONS:

• Experience in a high functioning, multi-faceted, medical setting preferred.
• Ability to independently organize and prioritize work responsibilities and the demonstrated ability to apply critical thinking skills to solve problems.
• Familiarity with medical terminology and CPT codes strongly preferred
• Excellent communication and interpersonal skills
• Knowledge of DES data security procedures, standards and requirements regarding the confidentiality of protected health information.

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