Coordinate and provide administrative support for all matters related to the assigned program. Supports the preparation, organization and submission of reports, clinical communications, and presentations. Maintain effective and timely communication with referring institutions, physicians, and collaborating divisions. Ensure appropriate operational information regarding programs is communicated to appropriate staff. May assist director and other staff in assessing program needs and establishing long range goals. Participate and coordinate projects which assess, develop or implement initiatives of the assigned program. Ensures appropriate operational program information is communicated. May provide training to new employees and oversee students, and other learners. May represent the area at meeting. May coordinates with inpatient and outpatient groups. May coordinates intake and effects triage of both complex referrals and inpatient/outpatient referrals.
·Data Management & Reporting
Creates and coordinates the management of databases, and maintains/executes appropriate database queries. Partners with department staff (including medical, business, and clinical staff) to ensure the database captures essential metrics and to track and monitor data trends. Maintains quantitative functional analyses database, data entry, and ensure the integrity of all records related to patients in assigned program. As needed, tracks data related to imaging studies and consult requests. Coordinates the collection of data from individuals and other sources to support process improvement and outcomes research activities. Creates and runs management reports including financial and outcomes.
Coordinates and schedules all logistics related to the assigned program i.e. meetings, conferences, conference calls, and other appointments. May take and transcribe meeting minutes and distribute accordingly. Coordinates and maintains area calendars. Coordinates travel arrangements (including international), conferences, meetings and reimbursement expense reporting. May set-up and manage call schedule. Places orders for materials as needed and monitors budget for funded projects. Facilitates grant applications within the group providing support for timely submissions in conjunction with research. Provides manuscript and reference support, including use of electronic resources (PubMed, EndNote etc.). May acts as a liaison between clinical staff and billing/coding personnel with regard to appropriate documentation and procedural modifications. Organizes and administers other program specific responsibilities such as the maintenance of patient records, electronic systems, and files. Assist with program budget, account payables, and account receivables.
·Patient Flow & Scheduling
May serves as a resource in appointment setting and follow up to accommodate the needs of the patient and family. Communicates work flow suggestions/concerns and helps provide resolution to maximize efficiency. Provides support, assistance, problem solving and information to parents and professionals. Ensures reasonable scheduling of routine clinical flow, consultations, and referrals facilitating any ancillary issues, facilitating emergency inpatient or outpatient scheduling/performance/reporting. Work with internal departments (i.e. such as Nursing, Social Work, Neurology, Clinical Concierge and Call Center) to insure timely services sensitive to family and travel needs. Provides support for disseminating patient chart information. Anticipate needs, and facilitate solutions to patients and families issues in collaboration with both clinical and non-clinical personnel. May initiates appropriate triage of referrals for timing and additional subspecialty consultation in conjunction with supervising physician. May oversees intake and distribution of consultation requests for both inpatient and outpatient consultations for the program.
Excellent verbal, written and interpersonal communication skills.
Capable of relating to diverse patient demographic backgrounds, multiple physician and hospital referral sources.
Analytical ability sufficient to compare, organize, and enter data. Proficiency in organizing and prioritizing skills to plan and coordinate the demands required in a multifaceted clinical and research program within a department for clinical care, diagnostic care, and research based needs.
High level computer literacy and working knowledge of mainframe and software applications (word processing, spreadsheet, database, and familiar with the importance of image analysis software).
Ability to adapt to a complex organizational environment which anticipates and facilitates meeting the needs of patients and families along with the collaboration of both clinical and non-clinical personnel. Working knowledge of the relationships between healthcare informatics & the various medical software that can be involved.
·Independence and Initiative
Must be self-directed, results oriented, innovative and flexible. Demonstrate an independent work initiative, sound judgment, high accuracy/attention to detail, strong organizational skills, diplomacy, tact and a professional demeanor. The ability to work independently or as part of a team to complete special projects.