Admin & Clinical Services Coordinator - Cardiology

About the role

This role serves as the first point of contact for newly referred patients, guiding them through appointment setup and registration. It also converts referrals into scheduled appointments and provides advanced administrative and clinical management support for faculty and care teams.

Responsibilities

• Perform advanced administrative tasks and organization to support all aspects of the academic mission: clinical, research, teaching.
• Manage significant volumes of clinical care coordination and functions including intake, triage, communication, documentation and scheduling for patient families.
• Key point of contact for patient MyCHOP messages, addressing administrative inquiries and triaging clinical questions.
• Key contact for and communication with/information retrieval from external customers inclusive of referring physicians, home care companies, outside hospitals, external labs, University contacts etc.
• Work closely with Social Work for adequate workflow of transfer patients.
• Collect and communicate demographic and/or clinical information required for clinical service and/or medication authorization.
• Responsible for the IP referral duties with patient transfers throughout Cedar, IP; CIS; CSU units.
• Partner with clinical teams to ensure timely follow-up care for patients and to optimize schedules, fill rates and access.
• Use QGenda tool to book-out providers, modify schedules, request/release exam rooms, make service switches etc.
• Provide complex patient access services including scheduling appointments, check outs, sending documentation and contacting appropriate stakeholders.
• May provide guidance and support to Access Center schedulers.
• Respond to complex inquiries and assist stakeholders according to procedures.
• Responsible for initiation and/or tracking of important clinical and academic correspondence (ex. letters to referring physicians, letters of medical necessity, FMLA patient letters etc.).
• Aid in the maintenance of systems, procedures, and methods for record keeping and reporting.
• Design/implement organizational systems to support faculty and care teams.
• Provide administrative support and organization for faculty academic activities (ex. CV updating, FEDs, promotional dossiers, presentations etc.).
• Schedule and provide administrative support for complex meetings, interviews, committees, conferences. Maintain complex faculty calendars. Ensure meeting materials are prepared/distributed.
• Maintain complex faculty calendars. Ensure meeting materials are prepared/distributed.
• Organize and provide administrative support for complex travel, professional expense reimbursements, honoraria etc.
• Oversee office supplies for the department.
• Assist with new hire process and employee support including timekeeping; may include support for external observers, NTPs, rotators etc.
• Other duties and administrative support projects as required.

Requirements

At least three (3) years progressively responsible administrative support in an academic, ancillary or office setting.

Qualifications

• High School Diploma / GED
• Bachelor's Degree Preferred

Skills and Abilities

• Basic knowledge of medical terminology and protocols (Required proficiency)
• Basic knowledge HIPAA regulations (Required proficiency)
• Intermediate proficiency with electronic medical record software (EPIC) (Required proficiency)
• Intermediate proficiency with word processing software (Microsoft Word) (Required proficiency)
• Intermediate proficiency with spreadsheet software (Microsoft Excel) (Required proficiency)
• Basic proficiency with presentation software (Microsoft PowerPoint) (Required proficiency)
• Excellent verbal and written communications skills (Required proficiency)
• Excellent interpersonal skills (Required proficiency)
• Excellent organizational skills (Required proficiency)
• Strong time management skills (Required proficiency)
• Solid conflict resolution skills (Required proficiency)
• Ability to maintain confidentiality and professionalism (Required proficiency)
• Ability to work independently with minimal supervision (Required proficiency)
• Ability to work with and relate to people at all levels (Required proficiency)