Admin Clinical Services Coordinator - Division of Adolescent Medicine

SHIFT:

Seeking Breakthrough Makers

Childrens Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20000 Breakthrough Makers will inspire you to pursue passions develop expertise and drive innovation.

At CHOP your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric careand your career.

CHOPs Commitment to Diversity Equity and Inclusion

CHOP is committed to building an inclusive culture where employees feel a sense of belonging connection and community within their workplace. We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting cultivating and retaining diverse talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children.

We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.


A Brief Overview
This role provides advanced administrative and clinical management support for faculty and care teams in all aspects of our academic mission clinical care research and education. This position supports patients families and care teams in clinical communication and documentation intake/triage scheduling continuity of care and optimization of schedules and access to care. This role provides support for academic activities and organizes and prepares for complex meetings and travel. This position acts as a key liaison to numerous internal and external partners inclusive of other internal clinicians external referring providers outside hospitals and labs home care the Access Center financial clearance home care special pharmacy and more. Individual roles may provide support to specific projects and additional administrative activities.

What you will do

• Perform advanced administrative tasks and organization to support all aspects of the academic mission: clinical research teaching. Typically provide support to multiple faculty and/or members of the team.
• Manage significant volumes of clinical care coordination and functions including intake triage communication documentation and scheduling for patient families. Perform patient IP intake duties as needed.
• Key point of contact for patient MyCHOP messages addressing administrative inquiries and triaging clinical questions.
• Key contact for and communication with/information retrieval from external customers inclusive of referring physicians home care companies outside hospitals external labs University contacts etc.
• Work closely with Social Work for adequate workflow of transfer patients Collect and communicate demographic and/or clinical information required for clinical service and/or medication authorization.
• Responsible for the IP referral duties with patient transfers throughout Cedar IP; CIS; CSU units. Partner with clinical teams to ensure timely followup care for patients and to optimize schedules fill rates and access.
• Use QGenda tool to bookout providers modify schedules request/release exam rooms make service switches etc.
• Provide complex patient access services including scheduling appointments check outs sending documentation and contacting appropriate stakeholders. May provide guidance and support to Access Center schedulers.
• Respond to complex inquiries and assist stakeholders according to procedures.
• Responsible for initiation and/or tracking of important clinical and academic correspondence (ex. letters to referring physicians letters of medical necessity FMLA patient letters etc.
• Assist with the maintenance of systems procedures and methods for record keeping and reporting. Design/implement organizational systems to support faculty and care teams.
• Provide administrative support and organization for faculty academic activities (ex. CV updating FEDs promotional dossiers presentations etc.
• Schedule and provide administrative support for complex meetings interviews committees conferences. Maintain complex faculty calendars. Ensure meeting materials are prepared/distributed.
• Organizational support for complex travel professional expense reimbursements honoraria etc.
• Oversee office supplies for the department.
• Assist with new hire process and employee support including timekeeping; may include support for external observers NTPs rotators etc.
• Other duties and administrative support projects as required.

Education Qualifications

• High School Diploma / GED Required
• Bachelors Degree Preferred

Experience Qualifications

• At least three 3 years Progressively responsible administrative support in an academic ancillary or office setting Required

Skills and Abilities

• Basic knowledge of medical terminology and protocols (Required proficiency)
• Basic knowledge HIPAA regulations (Required proficiency)
• Intermediate proficiency with electronic medical record software (EPIC) (Required proficiency)
• Intermediate proficiency with word processing software (Microsoft Word) (Required proficiency)
• Intermediate proficiency with spreadsheet software (Microsoft Excel) (Required proficiency)
• Basic proficiency with presentation software (Microsoft PowerPoint) (Required proficiency)
• Excellent verbal and written communications skills (Required proficiency)
• Excellent interpersonal skills (Required proficiency)
• Excellent organizational skills (Required proficiency)
• Strong time management skills (Required proficiency)
• Solid conflict resolution skills (Required proficiency)
• Ability to maintain confidentiality and professionalism (Required proficiency)
• Ability to work independently with minimal supervision (Required proficiency)
• Ability to work with and relate to people at all levels (Required proficiency)

To carry out its mission CHOP is committed to supporting the health of our patients families workforce and global community. As a condition of employment CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

EEO / VEVRAA Federal Contractor Tobacco Statement