Coordinator Cardiac Procedure Scheduling

Pay range: $24.48 - $35.51

Heart & Lung Specialists - Bend, Oregon

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Cardiac Procedure Scheduling Coordinator

REPORTS TO POSITION: Manager of Clinic Operations

DEPARTMENT: Heart & Lung Specialists

DATE LAST REVIEWED: June 28, 2019

OUR VISION: Creating America’s healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: St. Charles Heart & Lung Specialists encompasses multiple cardiac subspecialties including Cardiology, Interventional Cardiology, Structural Heart, Electrophysiology and Cardiac Surgery providing services in multiple locations across Central Oregon. St. Charles Heart & Lung Specialists supports cardiac diagnostic and procedural departments such as echo, stress testing, EKG, cardiac device, and cardiac cath lab. We encourage collaboration between clinical and non-clinical staff to assure we are providing our community with comprehensive and compassionate cardiac care.

POSITION OVERVIEW: The Cardiac Procedure Scheduling Coordinator at St. Charles Health System provides clinical expertise and coordination of all elements of cardiac procedure scheduling. This caregiver, in collaboration with our cardiac providers, is responsible for the planning and organization of patient care for all cardiac procedure patients. Will monitor and analyze performance measures and quality indicators. Will be able to provide training to new caregivers, Demonstrate competency in all areas of cardiovascular procedure scheduling, diagnostic testing including but not limited to echo, stress testing, cardiac rehab, EKG, implanted cardiac device follow up, and cardiac procedures by working these areas when staffing or patient volume demands. This position does not directly manage other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES

Responsible for high level accuracy in all functions of clinic business / patient process flow, from initial intake to final collections for services provided. Tracks and manages all aspects of care for patients undergoing Interventional Cardiology and Electrophysiology procedures and coordinates close follow up post operatively. Schedules and coordinates all procedures and support diagnostics for clinic specialists, including verification of completion of the prior authorization process.

Provide concise, specific patient instructions for all procedures

Establishes and maintains communication with other team members and departments such as the Cath lab, MDU, SDU and pre-surgery to ensure procedures and systems function smoothly as well as promote continuity of care. Trouble shoots issues that arise between the clinic and other hospital departments working in a collaborative manner to find resolution.

Correlates the established provider procedure schedule to EPIC procedure schedules. Work with the clinic manager to resolve conflicts when identified.

Schedule outpatient procedures and appointments accurately, responding to telephone inquiries and faxes from the patient’s provider offices and clinics for all service locations. Coordinates procedures for orders received from providers outside of St. Charles processing for review from the performing MD, reviewing and verify history and physical documentation is received and has been performed in an appropriate timeframe and coordinating care with the patient.

Demonstrate excellent phone etiquette and understands medical terminology, human anatomy, procedures, etc.

Ensure that all patient calls are handled in a professional and expedient fashion

Great knowledge of understanding hospital operations for procedures as inpatient and outpatient

Prioritize tasks to ensure all details are addressed and proper documentation is inputted into all systems

Perform all job duties with the highest standards of professionalism and confidentiality; comply with all laws, regulations, policies and procedures while supporting the hospital’s corporate integrity efforts by acting in an ethical and appropriate manner

Develops and maintains a high level of understand of EPIC process. Functions as a system super user and is proficient utilizing snap board, case requests/procedures, ambulatory chart, ancillary orders, telephone encounters, registration, scheduling functions and estimates.

Continually evaluate department process flows and practices in order to seek opportunities for improvement, convey feedback and suggestions to Supervisor and Manager.

Supports and works closely with all Coordinators, Supervisors, and Manager.

Coordinates with clinic outreach locations for Cardiology provider follow up visits. Maintains contact with outlying area sites providing updates and serves as a point of contact for clinic visit coordination.

Designs and runs the Cardiovascular scheduling on-boarding training, develop training materials and maintain policy manuals. Evaluates trends and adjusts education as needed to always provide relevant and easy to absorb education.

Works with the Clinic Manager to compile and interprets key business, financial, operational and statistical data; performs analyses aimed at identifying process errors & education opportunities to improve performance.

Keep accurate records on department spreadsheets and use tools including rosters and shared data for tracking purposes, follow up & documentation.

Anticipate the need for change through direct observation and maintaining open communication with other departments and facilities.

Learn & maintain knowledge of documents and forms according to state and federal requirements and guidelines including CMS, Medicaid, COBRA, EMTALA, HIPAA and many more.

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION

Required: Associates Degree plus 1 year of health care registration experience required or high school diploma/GED plus 3 years of healthcare scheduling experience required.

Preferred: Bachelors in healthcare business related field

LICENSURE/CERTIFICATION/REGISTRATION

Required: Valid Oregon driver’s license and ability to meet SCHS driving requirements. Ability to travel to business functions/trainings/meetings and all SCHS worksites required.

Preferred: N/A

EXPERIENCE

Required: Minimum three years’ experience in demonstrated ability and experience in computer applications, specifically EMR workflows for patient appointment management . Familiarity with management reporting, metrics, and goal setting.

Preferred: Experience creating reports

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

PHYSICAL REQUIREMENTS

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

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Schedule Weekly Hours:

40

Caregiver Type:

Regular

Shift:

First Shift (United States of America)

Is Exempt Position?

No

Job Family:

COORDINATOR CLERICAL

Scheduled Days of the Week:

Monday-Friday

Shift Start & End Time:

8:00-5:00