Administrative Coordinator, Addiction Treatment (IMPACT)

The Improving Addiction Care Team (IMPACT) is a hospital-based addiction care team that meets and engages patients during a reachable moment of hospitalization initiates and coordinates addiction care and supports linkages to community care for substance use disorders (SUD).

The Administrative Care Coordinator working as a member of the interdisciplinary team provides assistance and support to IMPACT. This position functions under the direct supervision and managementof the IMPACT Operations Manager and the IMPACT Medical Director. Clinical care coordination activities are related to care coordination authorization for medications for addiction treatment social services and other post-acute care needs and general administrative support and project management for IMPACT. Effectiveness in the role requires strong written and verbal communication accountability reliability punctuality anticipatory planning and ability to track and execute multiple tasks.

Care Coordination:

• Partners with IMPACT (physicians nurse practitioners/PAs social workers and peers) and clinical partners to coordinate post-hospital substance use treatment and discharge plans.
• Identifies appropriate post-acute and community-based treatment resources including opioid treatment programs (OTPs) buprenorphine clinics primary care outpatient mental health services and other post-hospital resources and support.
• Serves as a liaison to hospital and community care settings and organizations to facilitate timely and appropriate transitions of care.
• Coordinates and completes all IMPACT-related post-discharge arrangements and referrals including:
• Transmitting clinical referral and discharge information via phone fax electronic systems mail or other required methods.
• Obtaining patient signatures for Releases of Information (ROIs) and sharing required documentation across systems and care settings.
• Prepares and submits letters of medical necessity when required.
• Collaborates with inpatient and outpatient teams to identify and resolve barriers to placement treatment access and continuity of care.

Program operations and administrative support:

• Provides administrative support for process improvement and other meetings including developing agendas tracking follow-up items taking and distributing notes and scheduling support.
• Proactively manages timelines and team meeting cadences.
• Creates and maintains forms and databases as needed.
• Maintains and updates a comprehensive inventory of community treatment providers referral pathways access requirements and agency-specific processes.
• Develops maintains and updates electronic health record (EHR) dot phrases templates and related documentation tools to support consistent care coordination and discharge planning workflows.
• Participates in orientation and onboarding of new employees.
• Performs core functions of the Administrative Coordinator role including scheduling meetings with individuals and groups and managing calendars.
• Attends meetings with team members to provide updates and ensure patients are receiving care in a timely and continuous manner.
• Performs other administrative duties as assigned to support IMPACT and IMPACT team members.

Billing insurance and reporting:

• Works with IMPACT leadership and providers to optimize billing and Partners with CCO/ Medicaid payers to track and collect case rate
• Communicates with hospital financial services (HFS) about need for insurance enrollment
• Length of stay reporting/data extraction

• Four years of general office or secretarial experience;OR
• An Associates degree or certificate in office occupations or office technology and two years of general office or secretarial experience;OR
• A Bachelors degree and two years of general office or secretarial experience;OR
• An equivalent combination of training and experience.
• Additional certifications may be required based on the specific department the position resides in as indicated by the position description.
• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.

• Demonstrated excellent written and verbal communication skills.
• Attention to detail.
• Ability to prioritize tasks based on urgency and to complete tasks in a timely manner.
• Must be flexible self-motivated proficient at multitasking accustomed to frequent interruptions and comfortable with change.
• Must be comfortable working as part of an interprofessional team that includes physicians social workers and peers with lived experience in recovery.
• Requires intermediate knowledge of Microsoft Office Excel Word PowerPoint and Outlook or similar programs. Knowledge of or willingness to learn Epic EHR.
• Experience working in community substance use or community mental health settings.
• Proven track record of managing databases and tracking timelines and agendas.
• Hospital experience also beneficial.

• Work to be performed during business hours (M-F 7:30-5:00). Position is located in Portland at the Marquam Hill campus.
• Ability to work on a computer for up to four hours at a time. Ability to communicate via phone. Ability to travel across campus for meetings and other work-related duties as needed.