Project Coordinator - Psychiatry

Medical University of South Carolina•Charleston, SC

3d•Onsite

About The Position

Under general supervision, assists project managers or a project management office with administrative project activities. Manages or serves as a project team member on projects with limited scope and minimal complexity and risk. This is an entry-level class for positions that typically perform administrative project management activities and provide logistical support for projects. Incumbents in this class may also use basic project management techniques to manage less complicated projects of limited scope, risk, duration, budget, or complexity under the direction of a higher-level project manager. Updates project plans, schedules and reports; monitors and reports project spending; distributes plans, schedules and reports to project team members and other stakeholders. Tracks, updates and maintains project requirements, documentation, issues, funding, risks and supports all other project deliverables under the direction of the project manager. Assists with facilitating meetings and organizing meeting logistics such as scheduling meetings, reserving meeting rooms and other resources, preparing meeting minutes, and other communications as required. Communicates to project team members and stakeholders scheduling information and changes, as needed. Assists in the needs analysis, preparation of business case, or other required documentation during pre-planning stage. Manages and coordinates all tasks associated with one or more small projects with minimal complexity and risk or a component of a larger project of minimal to moderate complexity and risk.

Requirements

High School Diploma or Equivalent
At least 3 three years of related experience.

Responsibilities

Oversee the daily operations of Comprehensive Psychiatric Care Specialists Clinic (CPCS) – 30%
Greet and welcome patients and families in person or on the phone.
Schedule patient appointments in Epic and ensure updated demographic and insurance information.
Create charge tickets for the providers.
Post charges into Epic.
Collect payments from the patient.
Distribute payments to their matching charges in Epic.
Market the services offered at CPCS to Doctor’s Offices.
Train New Care Team Members – 10%
Work with the Practice Plan Manager to help train new Outpatient Service Coordinators in all department outpatient clinics.
Work with the Practice Plan Manager to train new Referral Management Specialists.
Work with the Practice Plan Manager to update all training packets.
Provide hands-on training and guidance to new employees or trainees to ensure they understand their job responsibilities, company policies, and necessary procedures.
Develop and implement training programs tailored to the specific needs of the role, helping employees build and refine the skills necessary for success.
Regularly assess trainees' progress, offering constructive feedback and guidance to help them improve and succeed in their roles.
Focus on job-specific knowledge, including technical skills, customer service practices, or any other area essential for the position.
Offer ongoing support and mentorship to employees, ensuring they feel confident and equipped in their roles.
Ensure that employees are properly trained on safety protocols and compliance standards relevant to their job, minimizing risks and promoting a safe work environment.
Oversee the processing of Nursing Homes encounters – 5%
Process all nursing home notes from paper notes to charges in Epic.
Arrive all patients scheduled in Epic.
For patients not scheduled in Epic by the provider, schedule appointments in Epic, and create a charge ticket for the provider to sign.
Scan all notes into Epic.
Ensure signed tickets are routed to and processed by Revenue Cycle.
Outpatient Services Coordinator Coverage – 30%
Cross train to cover all department-based outpatient clinics (Biobehavioral Medicine, SMART, Bi-Polar Clinic, Youth, Youth Residents, Collaborative Care, Center for Drug and Alcohol Program, Women’s Reproductive Behavioral Health, Geriatrics, Community Clinic, Rex, and the General Resident Clinic).
Cover all clinics when staff are out.
Arrive patients for their appointments, verify insurance and demographic information, schedule follow-up appointments, collect co-pays, and answer phone calls.
Ensure all patients are up to date on their compliance forms including consent for treatment forms, BCBS OHI forms, medications forms, home bound forms, etc.
Ensure all of the CTM’s errors are cleared from the Missing Reg Item work queue.
Referral Management Specialist Coverage – 10%
Cross train to schedule appointments for Department and Ambulatory outpatient clinics (Biobehavioral Medicine, SMART, Bi-Polar Clinic, Youth, Youth Residents, Collaborative Care, Center for Drug and Alcohol Program, Women’s Reproductive Behavioral Health, Geriatrics, Community Clinic, Rex, and the General Resident Clinic).
Cover the Referral Management Specialist in Central Scheduling when staff is out.
Take on average 90 calls per day, incoming and outgoing.
Work the Psychiatry Referral work queue.
Work the Psychiatry bump list.
Work the incoming faxes and route them to the appropriate place.
Work the Psychiatry wait lists.
Other Duties as Assigned – 5%
Take on additional tasks or responsibilities that may arise, contributing to the overall success of the team and organization.
Assist with special projects, unexpected tasks, or urgent needs that fall outside of the regular job description, ensuring smooth operation.
Help out colleagues or management with various tasks when needed, promoting teamwork and adapting to the dynamic work environment.
Perform additional duties as required to meet the evolving needs of the department, department initiatives, or organizational priorities.
Take initiative in tackling new challenges, addressing operational gaps, or assisting in areas that require attention to maintain efficiency.
Reviews, evaluates and reports on assigned program areas – 5%
Review clinic schedules to ensure patients have been arrived, no showed, or canceled for all outpatient clinics.
Send out reports for incorrect scheduling statuses to the Outpatient Service Coordinators.
Referral Work Queue Management – 5%
Generate and submit reports on referral queue activity, providing insights on referral volume, turnaround time, and any potential bottlenecks.
Identify issues within the referral process, such as missing information or delays, and work with relevant departments to resolve them.
Maintain accurate records of referral statuses.
Regularly review and monitor the referral work queue.
Work closely with clinical, administrative, and referral management teams to ensure smooth and efficient handling of referrals.