Admin Coordinator, Oncology, 40hrs, Days

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Exemption Status:

Schedule Details:

Scheduled Hours:

Shift:

Hours:

Cost Center:

Union:

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

At UMass Memorial Health, everyone is a caregiver - regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 16,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

I. Major Responsibilities:

Patient Care Coordination:
1. Manages all incoming phone calls to The Cancer Center, critically evaluates and triages call to the appropriate discipline, and is aware of emergent situations. All calls are handled in a timely and efficient manner with excellent customer service skills. Able to document the call in the system with accurate information.
2. Maintains and coordinates the daily schedule for Medical Oncology, The Physicians/NP, The Non-Cancer Infusion Center.
3. Coordinates all patient schedules for MD appointments, chemotherapy and treatment appointments, laboratory appointments. Collaborates with the appropriate multidisciplinary staff - RN's, Social Workers, Dietician, and Navigators - to prepare the patient schedule.
4. Obtains complete physician orders and prior authorization from non-clinic physicians for The Infusion Center. Schedules in the EPIC scheduling system for this population of patients.
5. New patient referrals are taken efficiently and according to department procedure. Aware of scheduling needs based on the diagnosis. Obtains appropriate clinical information related to the diagnosis from referrer in preparation of the appointment.
6. Ensures complete registration at initial visit in an accurate, timely and confidential manner.
7. In preparation for each day, performs reminder calls to all patients. Follows up with all no show appointments.
8. Documents the medical record with all of the following, but not limited to; diagnostic testing dates and times, outside referrals dates and times, prior authorization information, triage calls, and all other communication with the patient. This documentation is concise, accurate and entered in a timely manner.
9. Facilitate appointment to the referred physician office by preparing and sending the appropriate medical records, radiology and laboratory results.
10. Performs order entry in the appropriate system, aware of lab testing that requires prior authorization.
11. Enters required information necessary scheduling of diagnostic testing, referrals, clinic appointments and infusions etc.

Administrative:
1. Sorts, reads and annotates incoming mail is on a daily basis. Disseminates to appropriate staff member. Re-sorts physician mail after physician review, returns documents to appropriate source as needed. Scans clinical documents into the EMR as needed.
2. Functions within the budget by understanding the budget, ordering and monitoring supplies and using creative ideas.
3. Accurately types minutes, reports and agendas for teams, committees and department in appropriate format within specified time period as assigned.
4. Statistical data is accurately maintained and completed in a timely manner per departmental guidelines. Coordinates physician schedules in collaboration with UMMHC schedules, clinic days and start and stop times based on their requirement for tumor conferences, meetings, and on call schedules.
5. Confirms Initial insurance approval/referral prior to visit/admission by obtaining prior authorization number from referring MD offices prior to scheduling.
6. Ongoing insurance information is shared with staff. Disseminates overall insurance updates and/or guidelines in an accurate, timely and organized manner as needed.
7. Ensures charge capture process is complete and accurate for each day of service.
8. Trouble shoots and follows up on issues before involving management.
9. Provides and shares direction, leadership and guidance to other clerical employees within the department.
10. Ideas are shared with each other and with management in daily huddle.
11. Manages multiple tasks independently and simultaneously within the department. Able to multi-task with several Electronic systems, both HealthAlliance and UMass.
12. Keeps work area safe and clean by keeping it free of clutter and debris.

Customer Service:
1. Communicates effectively, kindly and with confidence to all customers, referrers, patient and families, physicians. The skill shown by this position enhances the business activity.

II. Position Qualifications:

License/Certification/Education:
Required:
1. High school diploma

Preferred:
1. Associates degree in related medical field

Experience/Skills:
Required:
1. 2 years experience in the medical/clerical field.
2. Previous experience interfacing with health professionals (or equivalent) and patients/clients directly or via the telephone.
3. Advanced typing and computer skills - A working knowledge of Microsoft Office tools.
4. Able to learn and maintain efficiency using several computer systems.
5. The ability to collaborate and communicate professionally with health care professionals and patients.
6. Working knowledge of billing, insurance and referral systems.
7. Strong Medical background, understand terminology, diagnostic testing
8. Proven organizational and customer services skills.
9. Strong attention to detail.
10. Ability to work independently; demonstrated ability in critical thinking.
11. Familiar with various types of treatment and their schedules and treatment times to schedule appropriately.
12. Familiarity with laboratory testing
13. Familiarity with ICD10 diagnosis coding.
14. The ability to read, write and speak clearly in English.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We're striving to make respect a part of everything we do at UMass Memorial Health - for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at talentacquisition@umassmemorial.org. We will make every effort to respond to your request for disability assistance as soon as possible.