Join our award-winning team at University of Washington Medical Center (UWMC). Among the top medical centers in the United States, and ranked as the number 1 hospital in Washington State, as rated by U.S. News & World Report 2019-2020 "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UWMC is operated by the University of Washington (UW) and serves as a training site for UW’s School of Medicine.
The UWMC Surgical Specialties - Thoracic Surgery Program has an outstanding opportunity for a Program Coordinator (Full-Time, Day Shifts). This Program Coordinator coordinates and supports the function of the Thoracic Surgery program in the Surgical Specialties Center (SSC). This position is responsible for excellent customer service to the community, patients and other team members, including: nurses, attending and resident physicians, physician assistants, program coordinators, patient services specialists, medical assistants, patient care coordinators and other departmental staff members.
Job Duties and Performance Standards
Manages all aspects of new patient appointment for the SSC Thoracic Surgery program: o Manage all incoming referrals. o Register patients, obtains health insurance plan information, and obtains pre-authorization for appointments/services as necessary. o Schedule appointments consistent with patient needs and clinic scheduling guidelines. o Assemble and sends appointment and other information. o Ensure that all appointments are well coordinated to minimize patient travel time. o Maintain current and accurate system of canceled and rescheduled appointments.
Responds to inquiries regarding clinic business operations: o Answer phones and assists with directing callers appropriately. o Follow up on referring providers and agencies requests. o Demonstrate proficiency with use of multiple business operations computer systems at UWMC including EPIC, Mindscape, and Outlook. o Attend meetings and team huddles as required. o Collaborate with RN II/III to improve and coordinate front to back operations. o Consult with RN regarding complicated follow up patient care coordination and complex patients that require additional care.
Coordinates and schedules extensive diagnostic tests necessary for evaluation and continuity of care for SSC Thoracic Surgery patients: o Report patient concerns to MD/RN regarding their medical, social, financial, psychological, and/or cultural needs as it relates to the planning, personal comfort, and/or safety of the planned test or procedure. o Interact with patient to discuss itinerary of the diagnostic tests, pre-test patient preparation instructions, and answer questions. o Order interpreters and translation of correspondence as needed. o Coordinate scheduled diagnostic tests with clinic visit appointments when possible but, per protocol, does not delay radiology or laboratory testing based on clinic appointment availability. o Responsible for continuity of care steps preceding and following initial appointment: requesting and ensuring timely receipt of outside records; test, procedure, and appointment scheduling; outgoing referrals and coordination of care with providers’ offices, and other administrative tasks deemed necessary for continuity of patient care. o Notify providers of unusual delays in the completion of exams.
Manages files for the SSC Thoracic Surgery program: o In preparation for patients visits, ensures recent lab work, radiology results, and pathology reports are completed and available. o Coordinate the receipt of requirements: patient forms, medical records, lab and diagnostic results from UWMC, primary care physicians’ offices, specialty providers’ offices and other medical facilities. o Ensure these results are delivered to providers to recommend and coordinate next phase of care. o Follow up to ensure the procedures are completed or rescheduled if necessary.
Assesses, maintains, and develops routines, standards, and goals for the SSC Thoracic Surgery Program: o Assess processes, communicates observations, concerns and ideas to the leadership and treatment teams in a timely and professional manner to maintain high standards of patient care. o Assist physicians and staff in maintaining systems to safely manage patients. o Update demographic information and scheduling required tests and appointments for patients and providers. o Develop correspondence to communicate common issues that involve compliance and continuity of care.
Supports the SSC department activities: o Take incoming SSC phone calls as directed by PSS/PC supervisor. o Participate in SSC front desk coverage rotation. o Generate specific reports as requested by center physicians and nursing staff. o Work with leadership and staff, plus other departmental staff members on various projects.
Desired: o Strong computer skills; Epic experience preferred. o Proficiency in Microsoft Office, specifically Word, Outlook, and Teams. o Ability to work effectively in a multi-disciplinary team environment and excellent interpersonal skills and customer service skills with outside agencies. o Demonstrated skills and experience in coordinating patient complex appointment care or other applicable experience. o Superior telephone and service-oriented communication skills. o Preference for candidates with experience in Pulmonary Medicine or Cardiothoracic Surgery. o Ability to effectively communicate, both verbally and in writing. o Must be a flexible multi-tasker who can prioritize on a daily basis to meet patient needs and program deadlines.
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.