"Admin Coord/Project Coord"

Coordination of the administrative and clinical activities of the Pediatric Gastroenterology Advanced Endoscopy and Pancreas programs. Responsible for providing support and coordination for the day-to-day activities of the Pediatric Advanced Endoscopy and Pancreas programs and their clinical teams. Provide customer service to patients by facilitating business processes including appointment scheduling and check-in and check-out activities within the outpatient clinic setting, as well as in-patient and perioperative itinerary, admission and discharge coordination.

• Provide administrative support for the personnel of the Pediatric Advanced Endoscopy and Pancreas Programs including physicians and APP including Outlook calendar management
• Coordinate and facilitate communication between the program physicians and primary care physicians and managed care plans, specialists, managed care operations, clinic personnel and patients regarding authorization for service and other insurance inquiries
• Coordinate and attend weekly Pediatric Advanced Endoscopy and Pediatric Pancreas Programs care coordination meetings with physicians, APP, and PSI. Prepare agenda, provide administrative coordination as needed
• Coordinate and attend monthly Pediatric Advanced Endoscopy and Pediatric Pancreas Programs staff meetings. Prepare agenda, compile meeting minutes and provide administrative coordination as needed
• Use Excel program to keep up to date stent tracking database with coordination of next procedure (if necessary). Will help develop a stent electronic database with the OR Informatics
• Record patient hospitalization discharges in clinical database spreadsheet
• Help develop a multidisciplinary Pediatric Pancreas Clinic, working with the department web developer to develop a website for the programs
• Attend and provide support to outpatient clinics associated with the Pediatric Advanced Endoscopy and Pediatric Pancreas Programs. Clinic activities include coordinating efficient clinic flow, providing administrative direction to clinicians and support staff, scheduling return visits, preparing after visit summaries and facilitating check-out communication with families
• Provide service excellence to patients and families by facilitating business processes including itinerary development, appointment scheduling, check-in and check-out, pre-arrival and telephone triage
• Provide administrative support to program including phone coverage, meeting agendas, supply ordering and room reservations
• Schedule patient procedures including radiology, laboratory and surgical, as directed
• Assist in obtaining prior-authorizations including those for medications and nutritional supplements
• Obtain outside records, lab results, and imaging. Assist in transferring to the UM EMR. Have imaging archived and read
• Create PowerPoint presentations with provider guidance
• Work with future research staff in data acquisition from procedural software database and EMR
• Provide new staff members or visiting medical professionals with an orientation to our program and hospital
• Assist in identifying and resolving operational problems
• Ability to understand unique multi-disciplinary clinic billing and work in collaboration with UMHS Billing / Patient Account Specialists
• Other duties as assigned

Required Qualifications:

• 2-3 years of administrative support or business experience
• Clinical support experience including but not limited to appointment scheduling, template building, and patient intake
• Experience with EMR
• Experience with Microsoft Word and Excel
• Ability to work with minimal direction and supervision
• Effective leadership and able to demonstrate strong customer service skills
• Possess excellent verbal and written communication skills
• Good computer skills and ability to track critical patient data
• Ability to understand medical documentation, coding and diagnosis
• Must be an active team player and able to work independently
• Strong organizational skills and ability to prioritize tasks are required
• Exhibits professional and positive image when interacting with patients, faculty and staff

Desired Qualifications:

• Previous experience in coordinating a complex clinical program or specialty clinic
• Previous experience working with health insurance and/or reimbursement is desired
• Previous experience working in a multidisciplinary clinic
• Experience with MiChart
• Bachelor's degree
• Experience with coordinating Zoom and Microsoft Teams meetings
• Experience with database creation and management
• Experience with creating PowerPoint presentations

Required work hours: Monday through Friday, 8 am to 5 pm. Occasional flexibility of work hours during work week may be necessary as determined by patient care support needs. This is a 40 hour/week, full time, on site position located on the medical campus.

Supervision Received: General program direction and functional supervision is received from the Medical Director of the Pediatric Advanced Endoscopy and Pediatric Pancreas Programs. Administrative supervision will be by Pediatric GI Administration.