Program Management Coordinator - Heart Institute

Cincinnati Children's

2d•$22 - $28•Onsite

About The Position

The Program Management Coordinator will support the Heart Institute by coordinating and scheduling logistics for assigned programs, including meetings, conferences, and appointments. This role involves administrative support, customer service, data management, and indirect patient care activities. The coordinator will act as a liaison between clinical staff, business personnel, and billing/coding personnel, and will assist with program budgets and grant applications. They will also maintain patient records, electronic systems, and files, and support the preparation of reports and presentations. The position requires effective communication with internal and external stakeholders to ensure smooth program operations and facilitate patient care.

Requirements

High school diploma or equivalent
3+ years of work experience in a related job discipline

Responsibilities

Coordinates and schedules all logistics related to the assigned program, including meetings, conferences, conference calls, and other appointments.
Takes and transcribes meeting minutes and distributes them accordingly.
Coordinates and maintains area calendars.
Coordinates travel arrangements (including international), conferences, meetings, and reimbursement expense reporting.
Sets up and manages call schedules and/or coordinates meetings with other departments/divisions, national or international experts.
Places orders for materials, distributes resources accordingly, and monitors budget for funded projects.
Facilitates grant applications within the group, providing support for timely submissions in conjunction with research.
Provides manuscript and reference support, including use of electronic resources (PubMed, EndNote etc.) and may provide support for transformational projects.
Acts as a liaison between all clinical staff, business personnel, and billing/coding personnel with regard to appropriate documentation, treatment planning, and procedural modifications.
Organizes and administers other program-specific responsibilities such as the maintenance of patient records, electronic systems, and files.
Assists with program budget, account payables, and account receivables.
Coordinates and provides administrative support for all matters related to the assigned program.
Supports the preparation, organization, and submission of reports, clinical communications, and presentations.
Maintains effective and timely communication with other institutions, physicians, and collaborating divisions.
Ensures appropriate operational information regarding programs is communicated to appropriate staff.
Assists leadership and other staff in assessing program needs and establishing long-range goals.
Participates and coordinates projects which assess, develop, or implement initiatives of the assigned program.
Ensures appropriate operational program information is communicated.
Provides training to new employees and oversees students and other learners.
Represents the area at meetings.
Coordinates with inpatient and outpatient groups.
Coordinates intake and effect triage of both complex referrals and inpatient/outpatient referrals.
Works with local Children Service workers, Foster Care providers, Educational Services, and IEP support.
Coordinates transportation services for families to Day Treatment and out-patient services.
Serves as a resource in appointment setting and follow-up to accommodate the needs of the patient and family.
Communicates work flow suggestions/concerns and helps provide resolution to maximize efficiency.
Provides support, assistance, problem-solving, and information to parents and professionals.
Ensures reasonable scheduling of routine clinical flow, consultations, and referrals, facilitating any ancillary issues and emergency inpatient or outpatient scheduling/performance/reporting.
Works with internal departments (e.g., Nursing, Social Work, Neurology, Clinical Concierge, and Call Center) to ensure timely services sensitive to family and travel needs.
Provides support for disseminating patient chart information.
Anticipates needs and facilitates solutions to patients and families' issues in collaboration with both clinical and non-clinical personnel.
Initiates appropriate triage of referrals for timing and additional subspecialty consultation in conjunction with supervising physician.
Oversees intake and distribution of consultation requests for both inpatient and outpatient consultations for the program.
Supports clinical program operations and activities.
Keeps accurate records on patients and/or program operations.
Facilitates patient care with positive outcomes.
Facilitates Day Treatment Billing and coordination of daily clinical billing (PT, OT, Out-patient Mental Health and Speech).
Creates and coordinates the management of databases, and maintains/executes appropriate database queries.
Partners with department or program staff (including medical, business, and clinical staff) to ensure the database captures essential metrics and to track and monitor data trends.
Maintains quantitative functional analyses database, data entry, and ensures the integrity of all records related to patients in the assigned program.
Tracks data related to imaging studies and consult requests as needed.
Coordinates the collection of data from individuals and other sources to support process improvement and outcomes research activities.
Creates and runs management reports including financial and outcomes.
Provides support in the preparation and submission of internal and external education offerings related to clinical programs and teams.
Provides support for current competency requirements and resources.
Maintains and assists with curriculum consistency in the classroom.