Medical Practice Coordinator

Department of Pediatrics | Delaware Valley

The Medical Practice Coordinator plays a critical role in supporting clinical operations within the Department of Pediatrics by ensuring timely patient access, optimized provider schedules, and high-quality administrative support to divisional leadership and care teams. This role partners closely with providers and operational leaders to maintain efficient clinic flow, maximize scheduling templates, and support key departmental initiatives.

Key Responsibilities

• Facilitate patient access to care by managing scheduling, referrals, and wait lists across all service sites to meet established access metrics.
• Oversee daily provider schedules and EPIC templates, including building, modifying, and maintaining templates in collaboration with divisional leadership.
• Monitor and analyze template utilization, patient access, and provider productivity using EPIC and reporting tools; implement adjustments as needed.
• Manage schedule changes such as cancellations, holds, unavailable time, and single-day edits within EPIC.
• Provide comprehensive administrative support to divisional leadership and providers, including calendar management, meeting coordination, and alignment between EPIC and Outlook.
• Coordinate provider-related administrative processes, including credentialing support, CME tracking, CV maintenance, and hospital reappointment applications.
• Develop and distribute monthly and on-call schedules; ensure accurate communication with internal and external partners.
• Manage timekeeping and PTO processes for assigned staff using Kronos.
• Serve as a professional point of contact for patients, providers, and external partners, ensuring timely, courteous, and effective communication.
• Support departmental and divisional projects, initiatives, and operational improvements.
• Maintain accurate records and documentation across shared drives, Teams, and SharePoint.
• Maintain required on-site presence to support clinical operations.

Qualifications

• Required: High School Diploma or equivalent
• Associate degree preferred, or equivalent combination of education and relevant experience
• Experience in healthcare administration, clinic operations, scheduling, or provider support preferred
• Strong organizational, communication, and customer service skills
• Ability to manage multiple priorities in a fast-paced, clinical environment
• Proficiency with scheduling systems and electronic health records (EPIC experience preferred)

Additional Information

• This position does not have direct supervisory responsibility.
• Role requires handling confidential information and adherence to HIPAA guidelines.
• Physical requirements primarily include seated work, computer use, and light lifting.
• Hours of position is 8am to 4:30pm with rotating 8:30-5pm shift depending on operational needs.