Retinopathy of Prematurity Coordinator (ROPC) in Valhalla, New York at Westchester Medical Center

Job Summary: The Retinopathy of Prematurity Coordinator (ROPC) has a vital role in ensuring the safe, timely delivery of ROP care across the spectrum, from NICU to outpatient follow up. Their role is critical in tracking, organizing, record-keeping, and communicating with all pertinent stakeholders including the NICU team, nurses, ophthalmologists, and families. The ROPC is responsible for coordinating care to certain preterm infants who need eye examinations. Follow up must be done in a very rigid manner, sometimes within days or one week. A missed follow up appointment or inpatient screen may lead to negative consequences for the baby’s vision. This job description provides a summary of the major duties and responsibilities of this position but may not include all of the necessary work requirements.

Responsibilities:

• Works with the NICU staff to identify and record premature infants needing an ROP (retinopathy of prematurity) examination.
• Communicates with ophthalmologists to track and coordinate ophthalmic care for hospitalized and outpatient infants during the ROP screening and treatment period.
• Maintains database of all screening examinations, digital photographic records, consent forms, and parental education material.
• Communicates with the Hospital Discharge Coordinator to ensure that the follow-up outpatient appointment is scheduled at the appropriate interval, and that the physician has the medical records and contact information needed to treat and track the infant.
• Communicate with outpatient staff to ensure timely appointment scheduling
• Has regular oversight of appointments, and tracks families that are no-show. Calls families to reschedule. If still not able to reach the family, will escalate with a certified letter. If still not able to connect, Child Protective Services will be engaged.
• Coordinates care for infants during ophthalmic examinations by attending rounds with the examining Ophthalmologist, collecting examination results, uploading records into the EMR, and keeping a record of when the next follow up examination will be.
• Communicate with families prior to and during the examination. Provides educational materials. Keeps signed copies of the initial ROP family information sheets and uploads into the EMR.
• Provides sterile, clean equipment to the examining ophthalmologist, collects and returns equipment for reprocessing, and has available again at rounds.
• Educates the parents/caregivers of infants who follow up to ensure that they cooperate with the screening and treatment process and understand the consequence of not getting follow-up ophthalmic care for the infant.
• Accompany the treating ophthalmologist if treatment is needed, to track and arrange follow-up appointments. Brings sterile equipment and the imaging Camera to bedside and returns after treatment.
• Available to answer questions and phone calls from family.
• Regular, meticulous communication with outpatient department to make sure timely follow up has been scheduled. In the event of MD absences, arrange alternate follow-up within the appropriate 1 to 2 week window. Tracks baby name changes and link the record from NICU to Outpatient in the EMR.
• Facilitates billing for the Ophthalmologist by ensuring rounds lists are presented at each session.
• By establishing strong relationships with the NICU staff, ensures that no baby with active disease is transferred out of the NICU without MD-to-MD communication. May facilitate the MD transfer by initiating phone calls.
• Works side-by-side with MD if inbound transfers occur; arranges and supports treatment at off-hours if necessary.
• Perform related duties as assigned.

Qualifications/Requirements:

Experience: Must have 5 years within a hospital or ambulatory practice setting. Experience working in an ophthalmology setting is preferred. Knowledge of prematurity of retinopathy, ROP clinical protocols, and instrumentation infection control measures. Meticulous record-keeping skills.

Education: Bachelor’s degree in related field or health administration required, Master’s degree in a health-related field is preferred.

Licenses / Certifications: N/A

Other:

Special Requirements: Must be able to multitask in a fast-paced environment. along with the confidence to question and clarify physician orders; coordinate care with NICU nurses, staff at other hospitals and physician offices; and teach parents/caregivers and office staff about ROP. Must have meticulous attention to detail and excellent record keeping skills. Must document all discussions and care to ensure continuity and prevent loss to follow up. Must be able to establish and maintain effective interpersonal relationships with patients, co-workers, supervisors, physicians and the public.