Across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.
The HMC Adult Medicine Clinic has an outstanding opportunity for a 1-YEAR FIXED DURATION APPOINTMENT Program Coordinator (Part-Time, 60% FTE, Day Shifts). Under general supervision of the Business Operations Supervisor, the Program Coordinator provides support for a very large integrated primary care clinic consisting of a multi-discipline care team. The Program Coordinator is also responsible to direct and perform clerical functions of a patient care unit. The Coordinator demonstrates service excellence standards in performing the following functions:
PRIMARY JOB RESPONSIBILITIES: • Schedule EMG (Electromyography) studies, MRI and CT studies, pre-authorizations for all procedures, scheduling steroid injections for knee, hip and shoulder procedures. • Tracking the continuum of care requires care coordination with Durable medical supply and Oxygen vendors, PT/OT, and home health agencies. Extensive documentation, data tracking, and program management of department initiatives. • Faxing, filing, and processing paperwork from/to Hopelink, DSHS, and other outside facilities • Registering patients and Scheduling/rescheduling patient appointments. • Entering and processing referrals • Ordering office and medical supplies • Coordinating home health care visits • Coordinate physician schedules based on patient and clinic needs to support patient access in collaboration with clinic manager • Communicate provider session cancellations to Business Operations Supervisor and maintain documentation with explanation for cancellation. • Prepare clinic and physician schedules, department templating, and assist with utilization/productivity reporting on a routine basis. • Monitor the Clinic’s office supplies, including necessary forms. • Track the continuum of care for patients and schedule pre-procedure or follow-up diagnostic procedures as needed • Serve as a liaison for the clinic and will have extensive involvement with students, staff, providers, and external contacts. • Our department in support of our outpatient division serves as an internship site for medical administrative and Medical office professional students graduating from local vocational/community colleges. The PC role assists in the onboarding and training of these students. • Determine the best clinical provider staffing for the clinic • Direct and oversee the work of student workers and volunteers • Possess in-depth knowledge of software systems including: Amion, scheduling software (EPIC), Microsoft Office products, and UW purchasing and Materials Management programs. • Act as a resource person to providers regarding scheduling and call issues. • Provide feedback to Manager regarding the clinic schedule if clinics are too busy or too slow • Evaluate and actively problem-solve presenting situations that arise from providers who do not show up for work for any reason. • Collect and maintain spreadsheets for internal referral data in regard to team based primary care, population health, and transformation of care initiatives.
CUSTOMER SERVICE AND TEAM BEHAVIORS: • Demonstrate an atmosphere/attitude of respect for human dignity and the uniqueness of each person encountered in the clinic setting. • Greet patient and family with a smile; communicate pleasantly and in manner that optimize patient privacy. • Promote and protect general safety for patients/families/friends and co-workers through adherence to correct procedures, timely communication of messages and test results, and appropriate consultation. • Appropriately direct patients and others to other departments across the medical center. • Act promptly and effectively during an emergency situation. • Maintain/improve own professional competence, knowledge and skills to meet identified self-learning needs and annual review requirements. • Apply appropriate policies, procedures, protocols, and standards of practice in performing duties. • Support development of clinic and divisional efficiency and effectiveness. • Demonstrate support for clinic and divisional policies and procedures. • Promote and contribute to the development of team in clinic and working relationships between the clinic and other departments/disciplines. • Arrange for patient transportation to outside facilities; request patient transportation within facility and escort patients to various treatment areas (if needed).
APPOINTING: • Schedule appointments for patients, and order interpreter when appropriate. • Serve as point of contact for patient financial registration. Verify accuracy of patient information and assign appropriate payor plans. • Perform basic financial eligibility screening, verify patient’s health plan & primary care provider, and follow managed care protocols. Complete Medicare as a Secondary Payor form and obtain necessary signatures for consents. • Process paperwork for patient check-in and check-out.
OFFICE TASKS: • Perform office tasks as needed including distribution of mail, creation of clinic-specific patient packets, and processing loose medical records papers. • Maintain and use supplies and equipment in a cost-effective manner. • Respond to inquiries by the appropriate route (telephone, fax, or email) and route to the appropriate individual.
Competitive candidates will be able to: • Exercise prudent judgment and decision-making skills to solve administrative problems consistent with responsibilities of the position; • Exhibit well-developed critical thinking skills particularly in ambiguous situations; • Demonstrate ability to operate with minimal day-to-day direction or oversight and ability to move work forward without waiting for detailed instructions; • Accurately understand and interpret hospital policy and HIPPA regulation
Requirements: High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
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.