Flight Coordinator - LifeFlight Air Communications ($5,000 Sign-On Bonus)

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization LifeFlight AirCom Job Summary The Flight Communication Specialist is responsible for notifying the pilot and flight team when transport has been requested. Flight follows with each aircraft and relays information to the flight team during helicopter and/or fixed wing transport. Coordinates communications among flight team, hospital, scene, and hangar. The Communication Specialist adapts to a rapidly changing high‑stress environment while multi‑tasking in a timely manner. Department Summary LifeFlight's Communications Center is a team of licensed EMTs and Paramedics that serve as a Regional Medical Communications Center (RMCC) for Middle Tennessee, as well as communications for the Monroe Carrell Jr. Children's Hospital at Vanderbilt Neonatal and Pediatric ground ambulances, Vanderbilt LifeFlight’s ground EMS and Event Medicine ambulances. The team dispatches any stat emergency calls throughout the medical center campus, monitors weather conditions, and tracks more than 10,000 take‑off and landings at the Vanderbilt helipads. All aircraft dispatching for Vanderbilt LifeFlight is done by Air Methods Communications (AirCom), the only center of its size and scope in the nation. AirCom provides seamless communications between air medical crews, hospitals and emergency personnel. Shift Details This position works 12‑hour shifts (6:00 a.m.–6:00 p.m. or 6:00 p.m.–6:00 a.m.) and may vary based on staffing needs. Sign‑On Bonus $5,000 Sign‑On Requirements The sign‑on bonus is not applicable to current VUMC staff or former staff who have worked for VUMC in the past twelve months. The sign‑on bonus is only available for full‑time positions. Required Qualifications High school diploma or GED equivalency required. Current EMT certification is required. Preferred Qualifications Minimum one year of dispatch experience preferred, preferably in Air Medical Flight Dispatching and/or Emergency Medical Dispatch. Certified Flight Communicator certification preferred. International Association of Medical Transport Communication Specialists (IAMTCS, formerly NAACS) Certified Flight Communicator certification is required within six (6) months of hire. Ability to successfully function in a fast‑paced, service‑oriented environment with minimal face‑to‑face interaction. Communication Center Responsibilities Provides a high level of customer service. Demonstrates ability to manage time appropriately when not actively engaged in a mission or task. Take and give patient reports with strong understanding of medical terminology. Job Details Monitors cameras at each air medical base and the VUH and Monroe Carell Jr. helipads. Monitors flight route, weather, ETE, maps, scene location by longitude and latitude, etc. Prioritizes and disseminates accurate and pertinent information such as wind advisories and triage of helipads, keeping the safety of crews and aircraft a top priority. Communicates by radio with flight crews to follow flight progress and position of each aircraft. Documents flight communications in dispatching software with accurate data entry. Notifies all involved agencies to coordinate air transport. Answers incoming telephone calls on a multi‑line telephone system and radio communications system. Contacts other flight services if an aircraft is unavailable to transport patients. Coordinates when other flight services bring patients. Learns several software programs related to mission and flight tracking. Creates business correspondence. Possesses excellent customer service skills and can function calmly in high‑pressure situations, think clearly and logically, and make problem‑solving decisions based on information given. Handles stressful situations involving multiple, simultaneous critical events in an organized and professional manner; reads, writes and speaks English clearly and effectively. Attends departmental staff meetings and continuing education meetings. Assimilates various forms of information to make quality decisions while performing a wide range of specialized functions and complex communication services for all transport modalities. Maintains effective and comprehensive communication with crew members (medical and aviation) and aircraft, utilizing a complex, statewide, multi‑channeled radio system and performing constant flight‑following procedures with all aircraft during missions according to FAA and Vanderbilt LifeFlight policies. Accurately documents appropriate and detailed medical information pertaining to patient condition and all aspects of transport activity, which becomes a legal document. Coordinates the details of medical transports by working with the aviation, medical and communications departments in conjunction with the requesting agency and other appropriate resources. Accurately inputs all flight transport information into the network database with special regard to FAA Part 135 and Vanderbilt LifeFlight policies and procedures. Maintains a working knowledge of FAA rules and regulations (pertaining to Part 135) and remains current and complies with all policies and procedures. Maintains and facilitates positive relationships with referring and receiving facilities and pre‑hospital agencies to ensure a safe, coordinated and expeditious response for emergency assistance and/or transport for all customers internally and externally; utilizes good customer service practices in accomplishing these tasks. Implements proper procedures for notification of administration personnel and/or appropriate agencies in the event of incidents, accidents or emergency situations involving personnel according to established policies and procedures. Educates callers on all aspects of services associated with air medical transport, including aircraft, medical crew, ground ambulance arrangements. Assists Coding & Billing with follow‑up on accounts as needed. Receives incoming requests for transfer center support to include identification of receiving hospital, accepting physicians, etc.; coordinates all aspects of transfer center transports. Maintains various statistical databases, spreadsheets, etc., for month‑end reports, business development review, marketing analysis. Other duties may be required. Key Responsibilities Performs and documents safe, efficient and accurate flight coordination. Understands the operations and applications of all communication equipment. Communicates information and emergency notification to customers in an efficient, concise and courteous manner. Additional duties may be assigned. Technical Capabilities Listening (Intermediate): Demonstrates a high level of interest during all forms of communication, maintains focus, employs clarifying questions and avoids interrupting. Decision Making (Novice): Demonstrates the ability to make multiple decisions simultaneously that impact areas of direct responsibility. Change Management (Novice): Establishes a structured methodology for responding to changes in the environment or establishing coping mechanisms for responding to changes in the workplace. Emergency Management (Novice): Possesses sufficient fundamental proficiency to successfully demonstrate emergency management in practical applications of moderate difficulty. Core Accountabilities Organizational Impact: Performs routine tasks that may impact team performance with occasional guidance. Problem Solving/Complexity of Work: Utilizes discretion and research to solve routine problems. Breadth of Knowledge: Applies knowledge of standards, established processes, and procedures that apply to one’s own job. Team Interaction: Provides guidance to entry‑level coworkers. Core Capabilities Supporting Colleagues: Continuously improves own skills by identifying development opportunities. Builds and Maintains Relationships: Seeks to understand colleagues’ priorities, working styles, and builds relationships across areas. Communicates Effectively: Shares information openly and communicates in a clear and courteous manner. Delivers Excellent Services: Serves others with compassion, invests time to understand problems and needs, and provides accurate support while ensuring high quality. Manages Resources Effectively: Demonstrates accountability, stewardship, and makes data‑driven decisions. Fosters Innovation: Generates new ideas, adopts initiatives, and applies technology appropriately. Adapts to Change: Embraces changes, keeps an open mind, and incorporates change instructions into own area of work. Position Qualifications Relevant work experience: less than 1 year. Education: High school diploma or GED. Certifications: Lic‑Emergency Medical Technicians Basic. Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled. #J-18808-Ljbffr Direct Jobs