Team Coordinator (Administrative Coordinator) at Tualatin, OR – Tualatin, Oregon

Key Responsibilities & Performance Standards

Patient Management

• Responsible for coordinating and managing all non-medical/nursing aspects of the patient’s care process, to include but not limited to patient communication, Epic InBasket support, paperwork processing and follow-up, scheduling navigation and follow-up, etc.
• Works with the PAS/R staff to schedule tests, diagnostic procedures, and admissions according to protocol, nursing and/or physician request with high level of accuracy.
• Help ensure pre-visit services, such as labs, imaging, etc., are completed on time, as ordered, in support of patients’ community hematology oncology appointments, and work with the practice team (i.e. schedulers, managed care coordinators, providers, etc.) to resolve any gaps in pre-visit readiness.
• Work with practice schedulers and managed care coordinators to ensure all needed appointments, labs, imaging, procedures, etc. are scheduled and authorized per provider instructions.
• Answer phone lines, and screen and deliver all messages in a timely fashion. This involves personally handling non-nursing/medical calls, and making sure that messages the providers and/or nurses receive is accurate and complete.
• Responsible for the accurate and timely completion, submission and follow-up of patient paperwork, such as FMLA, DME, questionnaires, etc.
• May be responsible for gathering patient information, or relaying patient information, to internal and external stakeholders (i.e. referring providers, referred to departments, patients, interdisciplinary team members, etc.), which requires excellent communication skills, both in writing and verbally, and attention to detail and consideration of HIPAA and PHI regulations

Administrative & Clinical Support

• Optimize use of provider and nursing time for essential duties by developing new procedures and tracking processes to streamline operations of the practice
• Document legibly, concisely, and completely to ensure others can accurately assess the status of patient progress by reviewing said documentation
• Answer and respond to calls from a variety of stakeholders, ensuring timely and professional message response
• Use established checklists and sign-out procedures appropriately
• Process InBasket messages (records requests, labs, imaging, message routing, etc.), demonstrating excellent written communication skills
• Ensure information provided to patients and care team members is accurate and complete
• Process incoming/outgoing faxes (labeling, records requests, upload refill requests, etc.)
• Manage patient paperwork (questionnaires, FMLA, provider signatures, no-show letters, etc.)
• Support inventory management, to include the tracking and stocking of equipment and materials, assisting with ordering supplies, and notifying appropriate personnel when cleaning and repair of equipment is needed
• Setup virtual visits for providers, as needed
• Process incoming/outgoing mail for providers and nursing
• Use of Microsoft Office – Word, Excel, Outlook
• Other duties as assigned

Team Communication and Patient Experience

• Participate in community hematology oncology interdisciplinary care rounds, presenting information or raising questions or concerns as needed
• Attend and actively participate in practice huddles and staff meetings, sharing any ideas or issues with the team as needed
• Develop and/or identify opportunities for process improvements, working with practice leadership and team members to create and update standard work and job aids
• Addresses in-the-moment patient needs as directed
• Maintain accurate data management, logs, and tracking systems of relevant information

Professional Development

• Work to maintain knowledge of care delivery timelines to help ensure patient experience does not deviate from standard expectations, and work to develop appropriate tracking and data management systems
• Completes all required modules and updates, and attends education classes appropriate to job development
• Receptive to feedback and coaching
• Maintains core competencies, and demonstrates continuous application of these skills throughout the period of employment

• Ability to work without direction. Multi-tasking. Demonstrated ability to work with a wide variety of diverse customers in difficult situations. Ability to prioritize work demands. Excellent communication, organizational, and time management skills with a focus on customer service. Demonstrate flexibility and creativity in response to unexpected changes in workload. Medical terminology. Intermediate level skills in Word, Excel, Access. Experience with EPIC and Cadance (scheduling module).
• BA in business administration, management, public administration