Admin & Clinical Service Coordinator - Diagnostic and Complex Care Center

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The Diagnostic and Complex Care Center provides consultative services to patients with unknown and/or complex medical conditions in order to diagnose, provide referrals to specialists and order diagnostic testing. Additionally, the center follows complex patients to assist in care coordination within and without the CHOP system. The team includes provider, nursing and administrative staff. Essential to the function of the division, the DCCC requires significant administrative support to aid the provider in performing care to patients by collecting and organizing medical records in a timely manner, managing complex scheduling needs and communication within and without the CHOP enterprise.

• Perform advanced administrative tasks and organization to support all aspects of the academic mission: clinical, research, teaching. Typically provide support to multiple faculty and/or members of the team.
• Manage significant volumes of clinical care coordination and functions including intake, triage, communication, documentation and scheduling for patient families. Perform patient IP intake duties as needed.
• Key point of contact for patient MyCHOP messages, addressing administrative inquiries and triaging clinical questions.
• Key contact for and communication with/information retrieval from external customers inclusive of referring physicians, home care companies, outside hospitals, external labs, University contacts etc.
• Work closely with Social Work for adequate workflow of transfer patients Collect and communicate demographic and/or clinical information required for clinical service and/or medication authorization.
• Responsible for the IP referral duties with patient transfers throughout Cedar, IP; CIS; CSU units. Partner with clinical teams to ensure timely follow-up care for patients and to optimize schedules, fill rates and access.
• Use QGenda tool to book-out providers, modify schedules, request/release exam rooms, make service switches etc.
• Provide complex patient access services including scheduling appointments, check outs, sending documentation and contacting appropriate stakeholders. May provide guidance and support to Access Center schedulers.
• Respond to complex inquiries and assist stakeholders according to procedures.
• Responsible for initiation and/or tracking of important clinical and academic correspondence (ex. letters to referring physicians, letters of medical necessity, FMLA patient letters etc.)
• Assist with the maintenance of systems, procedures, and methods for record keeping and reporting. Design/implement organizational systems to support faculty and care teams.
• Provide administrative support and organization for faculty academic activities (ex. CV updating, FEDs, promotional dossiers, presentations etc.)
• Schedule and provide administrative support for complex meetings, interviews, committees, conferences. Maintain complex faculty calendars. Ensure meeting materials are prepared/distributed.
• Organizational support for complex travel, professional expense reimbursements, honoraria etc.
• Oversee office supplies for the department.
• Assist with new hire process and employee support including timekeeping; may include support for external observers, NTPs, rotators etc.
• Other duties and administrative support projects as required.

• High School Diploma / GED Required
• Bachelor's Degree Preferred

• At least three (3) years Progressively responsible administrative support in an academic, ancillary or office setting Required

• Basic knowledge of medical terminology and protocols (Required proficiency)
• Basic knowledge HIPAA regulations (Required proficiency)
• Intermediate proficiency with electronic medical record software (EPIC) (Required proficiency)
• Intermediate proficiency with word processing software (Microsoft Word) (Required proficiency)
• Intermediate proficiency with spreadsheet software (Microsoft Excel) (Required proficiency)
• Basic proficiency with presentation software (Microsoft PowerPoint) (Required proficiency)
• Excellent verbal and written communications skills (Required proficiency)
• Excellent interpersonal…