Epic Scheduling and Operations Coordinator (Open Rank: Program Assistant I - II)

University of Colorado•Aurora, CO

2d•Hybrid

About The Position

This position provides administrative support to faculty within the Division of Urology for the Transitional Urology program. The individual in this position will function as the primary clinic and OR scheduler and patient liaison for all transitional care patients at UCH and CHCO. Additionally, this position will provide administrative support for program faculty including calendar management, ongoing credentialing, travel arrangements and other duties as assigned. The Epic Scheduling and Operations Coordinator also coordinates clinical and administrative duties to ensure efficient business operations of the Urology program on a day-to-day basis by performing a variety of tasks. The coordinator is responsible for providing efficient, effective, quality customer service through a variety of duties including, but not limited to answering patient calls, managing in-baskets through EMR, informing patients of upcoming procedures/surgery, scheduling procedures/surgery, and all administrative duties for their assigned surgeons. The coordinator collaborates with key leaders in three distinct areas, CHCO, UCH and the University of Colorado, to plan, organize, communicate, coordinate, and administer patients, surgeons and colleagues. The coordinator contributes to the growth of the Transitional Care Urology program by promoting an excellent, positive, professional image and actively participates as a member of the team and carries out all responsibilities in accordance with the policies and procedures of the practice and the University of Colorado School of Medicine (CUSOM).

Requirements

Four years of experience in an occupational field related to the work assigned to the position which includes two or more years of direct experience with surgery scheduling in Epic Electronic Medical Record (EMR).
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years
Five years of experience in an occupational field related to the work assigned to the position which includes four or more years of direct experience with surgery scheduling in Epic Electronic Medical Record (EMR).
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years
Ability to communicate effectively, both in writing and orally.
Strong interpersonal skills with the ability to establish rapport with persons of diverse backgrounds.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Attention to detail.
Demonstrated commitment and ability to advance diversity and inclusion.
Intermediate skills in Microsoft Office applications: Word, Excel, Outlook, Teams.
Skilled in complex scheduling, organizing, and planning.
Skilled in problem solving combined with the ability to prioritize projects with a strong sense of urgency.
Excellent time management and communication skills
Ability to work independently, be self-motivated, and detail oriented.
Ability to interpret complex rules, regulations, policies, procedures, and guidelines.

Nice To Haves

Bilingual in Spanish
Experience working in a higher education setting
Experience working in EPIC, QGenda, and Outlook

Responsibilities

Manage the assigned physicians’ clinical workload including answering patient phone calls and directing them appropriately.
Schedule patient surgeries for the Division at all metro Denver UCHealth and CHCO locations via Epic.
Obtain and upload all necessary documents and lab results to patient records prior to appointments and surgery.
Coordinate treatment care plans across multiple metro Denver UCHealth and CHCO locations and specialties.
Manage the Surgical Procedure schedule for assigned physicians.
Perform high level administrative assistant duties for assigned physicians as required which includes handling patient and referring provider correspondence.
Respond to special patient requests, i.e. obtaining self-pay estimates, quotes for procedures, obtaining return to work letters, scheduling clinic visits and surgical procedures.
Generate various types of letters in EPIC and send to patients and referring physicians.
Call and confirm upcoming surgery dates and appointments with patients.
Manage the transfer of care and associated documents between CHCO and UCHealth
Provide administrative support to the Transitional Urology faculty exercising confidentiality, tact and diplomacy
Manage complex faculty schedules/calendars as needed to include clinical activities and administrative responsibilities. This includes scheduling meetings, coordinating clinical activities with the clinic and OR staff/calendars, anticipating potential conflicts, and facilitating increased efficiency with effective calendar management and routine review of schedules
Assist Transitional Urology faculty with travel by booking airfare, hotel and rental cars when necessary, obtaining department approval for travel, University Approval for international travel, creating itineraries, and completing expense reports per CU policies and procedures
Attend required meetings to facilitate communication of key information regarding patient scheduling or other activities related to the accomplishment of the Division’s clinical activities.
Provide cross-coverage as required for other Division scheduling and administrative duties at UCH and CHCO.
Participate in all staff meetings within the Division and make contribution towards any ongoing staff projects.
Perform other duties as assigned by the Division Director and Clinic Managers.
Assumes responsibility for personal and professional growth through identification of own learning needs.
Demonstrates a working knowledge of current trends in health and ambulatory care.
Performs other projects and duties related to department objectives.
Promotes and maintains an environment of professional excellence.
Ongoing data including patient satisfaction scores, reporting on successful Urology clinic utilization and analysis of various metrics that improve the impact not only to the division but to the system as whole.
Utilizes effective communication systems to ensure flow of patient services and continuity of care.
Maintains open lines of communication with all staff, leadership, and physicians.
Assists leadership with informing staff and physicians of applicable informational updates.
Able to foster strong communication with medical and non-medical staff to create an efficient working environment.
Communicates in a competent and effective manner to meet patient and/or family needs and regulatory or organizational requirements.