PROGRAM COORDINATOR / PATIENT SCHEDULER (FULL TIME, DAYS)

Join our award-winning team at University of Washington Medical Center (UWMC). Among the top dozen medical centers in the United States as rated by U.S. News & World Report "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UWMC is operated by the University of Washington (UW) and serves as a training site for UW’s School of Medicine. The University of Washington is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The UWMC Transplant Institute has an outstanding opportunity to hire a full-time day shift PROGRAM COORDINATOR/UW MEDICINE PATIENT SCHEDULER to coordinate the operation of a specialized or technical program: transplant and hepatology.

Under general direction, perform work using knowledge and experience specific to the transplant and hepatology programs, specifically the Transplant Institute. Exercise independent judgment in interpreting and applying rules and regulations. Independently advise patients, staff, program participants and/or the public regarding program content, policies, procedures and activities; select/recommend alternative courses of action and have extensive involvement with patients, staff, the public and/or agencies in carrying out program activities, and coordinate, schedule and monitor program activities to determine consistency with program goals.

1) Coordinates and schedules extensive diagnostic tests  and consultative appointments necessary for transplant evaluation and post transplant care or hepatology care, including independently prioritizing the needs of program clients, and coordinates ambulatory (outpatient) continuum of care for transplant and hepatology patients:

• Interacts with providers, nurses and other team members to schedule all diagnostic tests as ordered by providers, and in a timely manner- including but not limited to: 24 hour urine tests, radiology, pulmonary function testing, cardiology testing and multiple consultations with multidisciplinary team members such as social work, nutrition and surgery.

• Reports patient and/or family/caregiver concerns regarding medical, social, financial, psychological or cultural needs to MD/RN or appropriate transplant team member in order to facilitate the planning, personal comfort, or safety for the planned test or procedure.

• Prepares schedule for diagnostic tests and clinic, plus interacts with patient and family/caregiver to provide necessary program instructions and to discuss itinerary of the diagnostic tests, consultative appointments, pre-test patient preparation instructions, and answer questions.

• Orders interpreter and arranges for translation of correspondence as needed.

• Responsible for facilitating transplant and hepatology ambulatory continuum of care steps under direction of RN and/or MD from initial referral to appointments, pre-transplant evaluation and waiting list phases of care and post transplant, including: test, procedure and appointment scheduling, processing incoming and outgoing referrals and coordination of care with PCP/specialists’ offices, and completion of missing outside provider documentation.

• Contacts various departments to schedule program tests; completes necessary requisitions and consults at UWMC and/or outside facilities including EPIC order entry.

•  Manages referrals by entering referrals, providing records, and following up to ensure completion of referrals. Informs patients, providers and health care workers of the hepatology and transplant intake processes, protocols and activities. Facilitates physician review of referrals by completing screening sheets for providers. Serves as transplant and hepatology ambassador by personally responding to phone inquiries or rerouting misdirected inquiries to the appropriate party.

• Demonstrates proficiency in tracking and scheduling for various areas of transplant and hepatology patient appointments including diagnostic and laboratory studies in order to provide back-up support for the team.

2) Manages patient files:

• Coordinates the timely receipt and distribution to appropriate team member(s) of required items including but not limited to: patient forms, medical records, lab and diagnostic results from UWMC, primary care physicians’ offices, nephrologists’, hepatologists’, gastroenterologists’ or other specialist offices and other medical facilities.

• Receives outside laboratory results on transplant and hepatology patients undergoing serial laboratory monitoring per their treatment plan. Ensures these results are delivered to MD, RN or appropriate team member in timely fashion to facilitate decision regarding next phase of care to be coordinated. Facilitates delivery of copy to RN for review as a back up in MD’s absence.

• In preparation for return clinic visits, ensures that all appropriate medical records including but not limited to clinic notes/consultation reports, lab reports, radiology results, and pathology reports are obtained and provided for team members.

• Utilizes electronic tool (such as EMR, Outlook calendar, transplant database) or other tracking system to ensure that tests, diagnostic procedures and consultative appointments are completed or rescheduled if necessary. Notifies MD/RN or appropriate team member of unusual delays in the completion of exams.

• Maintains transplant and hepatology charts in up-to-date and organized fashion including sending records for scanning into EMR, scanning records into EMR directly ,filing reports and clinical notes, and filing correspondence and regulatory documents in timely fashion. Sends charts to archiving and/or medical records when deemed appropriate based on direction from RN/MD or program guidelines.

3) Participates in on-going process improvements, maintenance and development of routines, standards and goals:

• Helps to consistently assess processes and communicate observations, concerns and ideas to the Transplant Team in a timely and professional manner to maintain high standards of patient care.

• Recommend alternative courses of action.

• Promote the program with outside organizations.

• Helps to develop specific routines, standard and goals, and determine variance, which may include but are not limited to the following:

a) Assists physicians and nursing staff maintain systems to safely manage patients before, during and after transplant, especially updating demographic information and scheduling required tests and appointments.

b)  Develops letters to communicate common patient issues that involve compliance and continuity of care.

4) Participates in the preparation and maintenance of data:

• Ensures that required information on each patient is entered into transplant database and  UWMC EMR to monitor clinical outcomes.

• Effectively utilizes the Epic electronic medical record as well as transplant database component of Epic (Phoenix) and inpatient medical record.

5) Supports transplant service activities:

• Attends care line and transplant meetings and other meetings as required.

• Works with nurses, physicians, program coordinators, patient services specialists, medical assistants, patient care coordinators and other departmental staff members on various projects.

• Generates specific reports as requested by physicians and nursing staff.

• Uses word processing, graphics, statistical, spreadsheet and/or data base software.

• Directs the work of others, such as student assistants or volunteers.

• Perform the duties of Program Assistant.

• Provide coverage for other team members.

* May make public presentations related to program specialty

• Perform related duties as required. 

Minimum Qualifications:

High school graduation or equivalent AND two years of experience in a program specialty OR equivalent education/experience.