Admin & Clinical Services Coordinator

Children's Hospital of Philadelphia•Worcester, MA

1d•Onsite

About The Position

This role provides advanced administrative and clinical management support for faculty and care teams across all aspects of the academic mission: clinical care, research, and education. It supports patients, families, and care teams in clinical communication and documentation, intake/triage, scheduling, continuity of care, and optimization of schedules and access to care. The position also provides support for academic activities, organizes and prepares for complex meetings and travel, and acts as a key liaison to numerous internal and external partners, including other internal clinicians, external referring providers, outside hospitals and labs, home care, the Access Center, and financial clearance. Individual roles may provide support to specific projects and additional administrative activities.

Requirements

High School Diploma / GED
At least three (3) years Progressively responsible administrative support in an academic, ancillary or office setting
Basic knowledge of medical terminology and protocols
Basic knowledge HIPAA regulations
Intermediate proficiency with electronic medical record software (EPIC)
Intermediate proficiency with word processing software (Microsoft Word)
Intermediate proficiency with spreadsheet software (Microsoft Excel)
Basic proficiency with presentation software (Microsoft PowerPoint)
Excellent verbal and written communications skills
Excellent interpersonal skills
Excellent organizational skills
Strong time management skills
Solid conflict resolution skills
Ability to maintain confidentiality and professionalism
Ability to work independently with minimal supervision
Ability to work with and relate to people at all levels

Nice To Haves

Bachelor's Degree

Responsibilities

Perform advanced administrative tasks and organization to support all aspects of the academic mission: clinical, research, teaching.
Typically provide support to multiple faculty and/or members of the team.
Manage significant volumes of clinical care coordination and functions including intake, triage, communication, documentation and scheduling for patient families.
Perform patient IP intake duties as needed.
Act as a key point of contact for patient MyCHOP messages, addressing administrative inquiries and triaging clinical questions.
Act as a 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.)
Assist with 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.
Provide organizational 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.
Perform other duties and administrative support projects as required.