Program Management Coordinator

Cincinnati Children's

1d•$22 - $28•Onsite

About The Position

The Program Management Coordinator is responsible for coordinating and scheduling logistics for assigned programs, including meetings, conferences, and appointments. This role also involves administrative support for program-related matters, such as report preparation, communication with external institutions, and potentially training new employees. Additionally, the coordinator serves as a customer service resource for patients and families, facilitates patient care operations, and manages databases for data collection and reporting. The position supports clinical program operations without directly delivering patient care.

Requirements

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

Nice To Haves

Experience with PubMed and EndNote

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, and monitors budgets for funded projects.
Facilitates grant applications within the group, providing support for timely submissions in conjunction with research.
Provides manuscript and reference support, including the use of electronic resources (PubMed, EndNote, etc.) and support for transformational projects.
Acts as a liaison between clinical staff, business personnel, and billing/coding personnel regarding documentation, treatment planning, and procedural modifications.
Organizes and administers program-specific responsibilities such as maintaining patient records, electronic systems, and files.
Assists with program budgets, 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 that 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 effects 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 patient and family needs.
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, 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 patient and family issues in collaboration with 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 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.
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 reports.
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.