Medical Transportation Communications Specialist, Rooming Coordinator

Stanford Health Care•Palo Alto, CA

4d•$32 - $41•Onsite

About The Position

The Medical Transport Communications Specialist (CS) I performs a variety of comprehensive and effective communication activities at an entry level basis within the Transfer Center (TC) at Stanford Health Care (SHC). Performance of duties including: the operation of multi-line telephones, multiple computer database systems, and related systems and equipment in support of medical transport services for patients who need to transfer from a referring hospital/facility to Stanford Health Care and other health care institutions. Assigns patients to rooms based on admission diagnosis, clinical needs and bed availability in conjunction with ANS. Obtains same-day reservation information and initiates Hospital account in EPIC, notifies nursing units of admissions, works with EPIC to facilitate patient placement. Advises the ANS of new monitored, or ICU patients and alerts ANS to potential rooming difficulties. Schedules Advanced Reservation admission requests from clinic for future dates of admission. Coordinates with patients and Unit Charge RN's to determine ETA for patient arrivals. Completes pre-registration for Transfer Center admissions.

Requirements

High School Diploma/GED or equivalent
One year of progressively responsible and directly related work experience
Ability to independently perform related communication support functions
Ability to maintain confidentiality of sensitive information
Ability to perform complex tasks, prioritize multiple projects, and work under pressure to meet deadlines in a fast-paced environment
Ability to remain calm under pressure and apply sound judgement
Ability to speak and write effectively at a level appropriate for the job
Knowledge of Medical Terminology
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
Ability to work well with individuals at all levels of the organization
Ability to understand the functionality of various hospital Units and Departments
Ability to effectively communicate with patients, patient family members, clinic, and clinical staff
Knowledge of Medicare, Medi-Cal, Workers Comp, Managed Care (HMO, PPO, POS, etc.), Children’s Health Programs (CCS, GHPP, Healthy Families, etc.)
Knowledge of SMS, IDX, EPIC or other EHR system
Knowledge of Windows-based office software, computers, and operating systems
Knowledge of patient registration

Nice To Haves

None

Responsibilities

Provides a professional, efficient response to incoming EMTALA (Emergency Medical Transportation and Labor Act) requests, Non-EMTALA requests and consult services for patients needing services at SHC.
Partners with nurses and physicians to distinguish both the urgency and escalation of requests, following Destination Service Line and Transfer Center guidelines to determine priority and reprioritization of patients.
Conducts initial telephone intake of information to generate the Medical Record and/or Pre-admission related to requests for transfer of patients from outlying healthcare facilities to Stanford Healthcare and identifies appropriate receiving services needed based on diagnosis, as well as partnering with nurses and physicians to appropriately identify the receiving service.
Develops and promotes positive effective customer service relations with all callers from outside facilities, family members, peers, other medical transport providers, as well as inter-departmental calls following the principles of CI CARE and HIPAA compliance.
Activates ground transport teams using multiple communication systems and safety protocols, initiates appropriate actions based on the situation and SHC policy.
Ensures accurate and timely dispatch of transport requests.
Maintains communication with the transport teams always, discerning and relaying pertinent information about the transport.
Maintains an accurate database of referral hospital locations
Keeps an open line of communication with appropriate agencies to ensure proper coordination of transport services in emergency and trauma-related transport activities
Validates accuracy of information of ongoing events and communicates pertinent details to team members such as patient transfer progress, team updates, and destination information with ETA as needed.
May assist with training, assigning and reviewing the work of Communications Specialists.
Operates communications center’s multi-telephone lines, Provides information to ground transport availability, locations and time estimates.
Receives incoming calls and coordinates teleconferences with referring and attending physicians, flight nurse, referral source and appropriate receiving units, including advising physicians and nurses regarding the ramifications of denying admission to patient protected under EMTALA rules and regulations.
Manage staffing coverage and API for departmental shortages daily.
Manages response to County based EM (Emergency Medical) System notifications.
Managing Tele-stroke process for SHC partners.
Management of patient placement for “Psychiatric Out of ED process”, records management, facility location, organization of transportation as needed.
Coordination of transportation to SHC from SHC offsite facilities as requested.
Ensures expedited coordination of SIR (Stroke Interventional Radiology) Activation Process for neurology calls, connecting the Administrative Nursing Supervisor, Cath lab, Neurology team, Critical Care Response Team.
Daily compilation of on-call schedule for all Service Lines for departmental distribution.
Training and management of HIMS (Health Information Management System) scanning, and records management.
Training and knowledge of Life Image to manage incoming images and scans from all outside facilities for hospital wide use, as well as Transfer Center specific images.
Actively teaches and supports outside facilities in loading images.
Management of Security cameras.
Training and management of Voalte and Microsoft Excel for Data Base maintenance.
Maintains and upholds the TC Safety standards, as well as understanding of the PAIP (Post Accident Incident Plan) and the CS role in initiating emergency action plans when required.
Demonstrates the ability to maintain control in stressful situations, and function independently as a skilled team member in meeting emergent business needs.
Triages and performs multiple critical tasks in a stressful environment and completes tasks in a timely manner.
Advises ANS of new ICU and Monitored bed admissions.
Alerts the ANS of rooming difficulties.
Assigns patients to Nursing Units based on admission diagnosis, clinical needs, bed availability.
Enters reservations into EPIC for same day and future direct admissions.
Facilitates transfers/discharges/swap functions when bed availability is limited.
Maintains the portable bed assignment desk during disasters to facilitate the processing of critical care/disaster casualty victims.
Notifies nursing units of admissions and obtains bed assignments.
Obtains same-day reservation information including demographic, financial and clinical data.
Works with Case Management to assign the correct patient class to each encounter based upon orders placed and set clinical criteria.
Performs QA and account corrections on recently discharged patients.
Serves as an Epic resource to the department as well as units within the hospital.
Assists the Transfer Center with pre-admission accounts and bed board request creations.