Team Coordinator (PAS Coordinator)

Oregon Health & Science University•Portland, OR

4d•Hybrid

About The Position

The Team/PAS Coordinator serves a dual-function role, providing both operational coordination for the Patient Access Services (PAS) team and administrative support to the Department of Neurology. In the PAS capacity, the Team/PAS Coordinator provides subject matter expertise and functional oversight to PAS Specialists, supporting all elements of the patient access lifecycle, including registration, scheduling, referral workflows, and customer service standards. Most importantly, the position is responsible for template management and optimization to ensure efficient provider scheduling and access to care. In the administrative capacity, the position supports departmental operations through timekeeping administration, ITC coordination, purchasing, reporting support, and cross-team communication.

Requirements

Two years of front-line clerical experience in a clinical setting with direct patient contact.
Experience must include scheduling of appointments and may require experience obtaining managed care authorizations (dependent on position description).
Basic medical terminology understanding.
Ability to work independently and as a member of the team.
Clear verbal and written communication skills.
Active listening skills; ability to deal with customers in stressful situations; ability to remain calm under pressure.
Ability to manage time sensitive competing demands and meet deadlines.
Ability to create and maintain quality working relationships with staff and faculty at all levels of the organization, using good judgement in recognizing the scope of authority.
Excellent communication skills both in-person, via telephone, or through electronic methods of communication.
Highly sensitive to patient needs.
Good organization, follow through and time management skills; ability to prioritize.

Nice To Haves

Preference given to candidates with knowledge of OHSU’s PAS policies and procedures, with completed PAS training and core competencies, and with previous PAS experience
Associates Degree in health-sciences, business administration
Two years of experience as a PAS Specialist.
One year of experience as an administrative support
Prior Neurology experience.
Preference given to candidates with knowledge of OHSU’s PAS and administrative policies and procedures, with completed PAS training and core competencies, and with previous PAS or Coordinator experience.

Responsibilities

Offers appropriate solutions for template and access issues
Configures and maintains provider and resource templates.
Reviews template -related requests to determine impact on standard workflows, Decision trees, organizational standards, or system configuration.
Facilitates and triages priority of requests, submits tickets, conducts user testing, and closes the loop with providers and teams.
Works with clinic leadership to provide recommendations on template and improve utilization.
Audits templates to proactively identify gaps and educates/intervenes where there is an impact to access metrics, standard workflows, decision trees, organizational standards, or system configuration.
Optimizes template design and build through analysis of provider capacity and utilization statistics.
Contributes knowledge of template design for strategic access initiatives and to ensure organizational access targets are achieved.
Provides consultative support on slot utilization, optimizing templates across multiple clinics within the department.
Ensures structure of templates are in alignment with guidelines and are released in compliance with standards.
Maintains the neuro room use and template master files accurately and timely.
Create, maintain, and update daily schedule for AFSCME/ONA clinical and clerical staff
Makes recommendations on staffing to ensure adequate resources are available.
Confers with managers to adjust daily staffing to meet the needs of the clinic.
Updates the appropriate staff and systems as applicable.
Serves as a Timekeeper for the department. Enter, process, and keep track of staff schedule, time off requests (sick time, PTO, FMLA etc.) into the Kronos scheduling system
Support onboarding activities for new hires, to include but not limited to working with managers/team leads to developing training schedules, training enrollment, systems access requests, badge form requests, etc.
Serves as a Purchaser for the department. Places electronic or manual purchase orders through Oracle, Warehouse, or other established means for med supplies, office supplies, food items, forms, business cards, letterhead, janitorial supplies, and other items upon request through order sheets from team leads/managers.
Serves as ITC Contact for the department and supports IT ordering and asset management
Setting up meetings, in person or virtually, creating meeting agendas, and taking meeting minutes, and helping facilitate the flow of meetings per request from clinic leadership.
Provides high quality customer service to both external customers (patient, referring providers, insurance carriers, etc.) and internal customers (OHSU Health providers, and staff) that meets or exceeds the service standards of the health care industry. This duty includes prompt and professional communication efforts, face-to-face customer contact skills, crisis management, facility with available information technology, standard complaint processing, flexible coverage of internal service needs, and continuous application of process improvement methods and skills.
Maintains PAS Specialist skills and knowledge in the areas of enrollment, scheduling, and authorization, arranged care, point-of-service operations, integrated care, and telecommunications.
May be required to fill as needed for any subordinate PAS position within the service area.
When necessary, communicates directly with patients or other customers who have encountered difficulty accessing health care at OHSU.
Maintains a clean, safe and orderly environment for the patients, family and clinical personnel.
Maintaining supplies, equipment and forms, notifying appropriate personnel when cleaning and repair of equipment is needed following infection control policies, maintains knowledge of life safety, patient safety, fire and electrical safety and disaster plan.
Cross covers with PAS coordinator in their absence and as needed/requested
Assist with other duties as assigned.