As the region's only Level I Trauma center, Harborview Medical Center (HMC) is well known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD, Center for Advanced Reconstruction and Rehabilitation (CARER), and mentally-and medically- vulnerable populations. In addition to the centers of emphasis, HMC serves a mission population for King County. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. HMC is owned by King County and managed by the University of Washington (UW) and serves as a training site for UW’s School of Medicine. The UW is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Harborview Medical Center Psychiatry Clinic has an outstanding opportunity for a full-time PROGRAM COORDINATOR to coordinate the operation of the Psychiatry Clinic Service Line. Under general direction of the Behavioral Health Administrator, the Program Coordinator will: perform work using knowledge and experience specific to the Psychiatry Clinic’s program; exercise independent judgment in interpreting and applying hospital and clinic policies and procedures; independently oversee and manage referrals and scheduling for all program services, including Psychiatry Resident Clinic, Behavioral Health Integration Program, Psychiatry Consultation Service and Faculty Practice; initiate and/or approve expenditures on program budgets and have extensive involvement with faculty, residents, providers, staff, the public and/or agencies in carrying out clinic activities; and coordinate, schedule and monitor program activities to maintain consistency with program goals.
Manage, track, edit, and route internal and external referrals to HMC’s outpatient psychiatry/behavioral health programs. Manage the referral pool for the Psychiatry Resident Clinic
Proactively monitor referral queue daily and follow referral management standards
Verify insurance/benefit coverage, obtain authorization as needed and communicate with patients regarding their plans
With no supervision, build and maintain new templates in Epic, adjust overbook schedule and complete multi-step templating functions as outlined in clinic templating competencies
Provide complex patient scheduling according to Resident Clinic, Behavioral Health Integration Program, Sleep Clinic, Psych Consults and outpatient provider access guidelines. Independently prioritize scheduling based on the needs of program clients
Treat patients and family members, clinic staff, other departmental staff, callers on the phone and those approaching the desk area as customers. Greet in a professional, respectful, friendly, and helpful manner
Manage waiting area patient flow
Check patients into clinic according to established procedures using Correct Coverage Every Time (CCET) talking points
Check daily encounters/coverages and follow up with providers and/or patients to resolve any gaps or questions
Accurately complete end of day wrap up
Schedule and cancel interpreter services as needed
Communicate basic information to patients such as insurance, parking, driving directions, cancellation policies, etc.
Utilize available resources for problem solving, including internal and external contacts/clinics
Distribute and problem-solve incoming phone calls to appropriate person or program
Ask for help as needed and proactively pitch in to keep clinic caught up on a daily basis
Competently provide front desk coverage as assigned
Regularly participate in new resident and provider orientation, regarding clinic operations, leave policy/processes, daily room assignments etc.
Attend monthly Clinic Manager meetings as available
Pro-actively follow assigned tasks and take initiative to routinely identify priority tasks
Organize and prioritize work given clinic staffing levels, and assists others as needed to complete daily work tasks. Keep track of deadlines and typically meet them without prompting
Communicate and coordinate with co-workers on any hand-off needed when going to breaks, leaving for the day, or for unexpected absences
See and communicate opportunities to reduce wasted effort or improve experience for patients or staff
Contribute and receive solicited and unsolicited feedback for improvement in efficiency and clinic operations
Maintain patient confidentiality with computerized and paper Patient Health Information (PHI)
Demonstrate proficiency in the use of clinic's communication devices such as paging, email, phones and emergency call system
Demonstrate reliability in work attendance
Show flexibility in response to unexpected changes and emergencies in clinic
Follow HMC/UW Medicine/AACS/PCS department policies and procedures
Perform related duties as required
REQUIREMENTS: High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
This position provides opportunities to work in a fast-paced, challenging, diverse and rewarding environment. As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.