Healthcare Operations Coordinator

University of Colorado Anschutz Medical Campus

Department: Department of Surgery, Transplant Division

Job Title: Healthcare Operations Coordinator

Position #: 00816806 – Requisition #:39848

Job Summary:

The Healthcare Operations Coordinator coordinates clinical and administrative duties to ensure efficient business operations of the practice on a day-to-day basis by performing a variety of tasks. The coordinator is responsible for providing efficient, effective, quality customer service through a variety of duties, including, but not limited to, answering patient calls, managing in-baskets through EMR, informing patients of upcoming procedures/surgery, scheduling procedures/surgery, and all administrative duties for their assigned surgeons. The coordinator collaborates with the Clinical Operations Program Manager and the Division Administrative Director to plan, organize, communicate, coordinate, and administer patients, surgeons, and colleagues. The coordinator contributes to the growth of the medical practice by promoting an excellent, positive, professional image and actively participates as a member of the team, carrying out all responsibilities in accordance with the policies and procedures of the practice and the University of Colorado School of Medicine (CUSOM).

Key Responsibilities:

Daily Clinical Operations:

• Serve as a liaison between patients, team members, and physicians for all clinic-related issues within the scope of their position.
• Manage patient communication in a timely, professional manner: in-person, EMR in-baskets, email, fax, telephone, etc.
• Obtain insurance authorization from payers for all types of procedures and surgeries.
• At the direction of the provider, provide pre-op instructions.
• Schedule clinic appointments and surgical procedures across multiple Transplant Departments.
• Obtain and upload all necessary documents and lab results prior to appointments and surgery.
• Confirm upcoming surgery dates and patient appointments.
• Provide cross-coverage as required for other office coordinator roles.
• Customer Service - interacts positively with all internal and external patients and takes immediate action to meet patient needs.
• Collaborates with multidisciplinary team, the patient, and families to promote efficient and appropriate customer service.
• Serves as a mentor and preceptor for new staff and as a constant resource to all faculty and staff.
• Coordinate and obtain referrals for visits.

Administrative Duties:

• Maintain faculty calendars and schedules, to include clinical activities and administrative responsibilities.
• Process and support faculty credentialing and recredentialing.
• Support faculty promotion process.
• Schedule meetings as directed by faculty or administrative leadership.
• Exercise a high-level of discretion regarding confidential department matters.
• Provide administrative back-up support for other office personnel and participate in shared duties of support staff.
• Provide administrative support for other duties as assigned or as department needs evolve
• Takes initiative and has a positive attitude.
• Excellent prioritization and organizational skills, able to assess priorities and rearrange job duties as needed.

Communication:

• Utilizes effective communication systems to ensure flow of patient services and continuity of care.
• Maintains open lines of communication with all staff, leadership, and physicians.
• Assists leadership with informing staff and physicians of applicable informational updates.
• Able to foster strong communication with medical and non-medical staff to create an efficient working environment.
• Communicates in a competent and effective manner to meet patient and/or family needs and regulatory or organizational requirements.

Direct Patient Interactions:

• Participates in expediting patient care as necessary.
• Expresses empathy in patient interactions and focuses on the needs of the patient, staff, providers, practice, and organization simultaneously.

Work Location:

Onsite – this role is expected to work onsite and is located in Aurora, Colorado.

Why Join Us:

The University of Colorado Anschutz Medical Campus is a public education, clinical, and research facility serving 4,500 students and is a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers, and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation, and sick leave! The University of Colorado offers an excellent benefits package, including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 15/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

Program Assistant I:

• High school diploma or GED
• Four (4) years of patient/client-facing experience.

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years

Applicants must meet minimum qualifications at the time of hire.

Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future.

Preferred Qualifications (All Levels):

• College graduate
• Medical office experience
• EPIC experience
• MS Office experience

Knowledge, Skills, and Abilities (All Levels):

• Ability to effectively communicate at all levels, to include physicians, leadership, and staff within the various affiliate organizations (CU SOM, UCH, Children's Colorado, CU Medicine).
• Ability to work within large, complex healthcare systems.
• Ability to analyze and interpret data.
• Ability to develop and deliver presentations.
• Ability to document effectively.
• Ability to deal calmly and courteously with people.
• Ability to deal with stressful situations.
• Ability to finish tasks in a timely manner.
• Ability to follow oral and written instructions and established procedures.
• Ability to function independently and manage own time and work tasks.
• Ability to lead work teams.
• Ability to work as an effective team member.
• Ability to maintain accuracy and consistency.
• Ability to maintain confidentiality.
• Ability to negotiate, persuade, and establish direction.
• Ability to organize workflow.
• Ability to perform basic filing, office procedures, and word processing.
• Ability to plan, coordinate, and develop multiple projects.