Program Management Coordinator

Job description

SUBFUNCTION DEFINITION: Act as the central point of contact in the support, direction, and successful delivery of a program and its objectives.

Programs are ongoing activities working toward a mission with no specified end date or an end date that is defined as being many years into the future (as in the case of a long-term grant program).

Programs typically have formal names, a mission, and a wide variety of functions performed by a multi-disciplinary team.

Scope: Small sized/complexity program; as determined by: Direct Reports (TBD); Annual Program Expense (TBD);
Department
s/Disciplines Involved (TBD); Size of Team/Program (TBD); Missions (TBD); Visits/Patients/Participants (TBD)

JOB RESPONSIBILITIES

· Logistics
Coordinates and schedules all logistics related to the assigned program i.e. meetings, conferences, conference calls, and other appointments.

May take and transcribe meeting minutes and distribute accordingly.

Coordinates and maintains area calendars.

Coordinates travel arrangements (including international), conferences, meetings and reimbursement expense reporting.

May set-up and manage call schedule and/or coordinate meetings with other departments/divisions, national or international experts.

Places orders for materials, distributes resources accordingly, and monitors budget for funded projects.

Facilitates grant applications within group, providing support for timely submissions in conjunction with research.

Provides manuscript and reference support, including use of electronic resources (PubMed, EndNote etc.) and may provide support for transformational projects.

Acts as a liaison between all clinical staff, business personnel and billing/coding personnel with regard to appropriate documentation, treatment planning and procedural modifications.

Organizes and administers other program specific responsibilities such as the maintenance of patient records, electronic systems, and files.

Assists with program budget, account payables, and account receivables.
· Administrative Support
Coordinates and provides administrative support for all matters related to the assigned program.

Supports the preparation, organization and submission of reports, clinical communications, and presentations.

Maintains effective and timely communication with other institutions, physicians, and collaborating divisions.

Ensures appropriate operational information regarding programs is communicated to appropriate staff.

May assist leadership and other staff in assessing program needs and establishing long range goals.

Participates and coordinates projects which assess, develop or implement initiatives of the assigned program.

Ensures appropriate operational program information is communicated.

May provide training to new employees and oversee students, and other learners.

May represent the area at meeting.

May coordinate with inpatient and outpatient groups.

May coordinate intake and effect triage of both complex referrals and inpatient/outpatient referrals.

May work with local Children Service workers, Foster Care providers, Educations Services and IEP support.

May coordinate transportation services for families to Day Treatment and out-patient services
· Customer Service
May serve as a resource in appointment setting and follow up to accommodate the needs of the patient and family.

Communicates work flow suggestions/concerns and helps provide resolution to maximize efficiency.

Provides support, assistance, problem solving and information to parents and professionals.

Ensures reasonable scheduling of routine clinical flow, consultations, and referrals facilitating any ancillary issues, facilitating emergency inpatient or outpatient scheduling/performance/reporting.

Works with internal departments (i.e. such as Nursing, Social Work, Neurology, Clinical Concierge and Call Center) to insure timely services sensitive to family and travel needs.

Provides support for disseminating patient chart information.

Anticipate needs, and facilitate solutions to patients and families issues in collaboration with both clinical and non-clinical personnel.

May initiate appropriate triage of referrals for timing and additional subspecialty consultation in conjunction with supervising physician.

May oversee intake and distribution of consultation requests for both inpatient and outpatient consultations for the program.
· Indirect Patient Care
Supports clinical program operations and activities, but doesn't directly deliver quality care for our patients and families.

Keeps accurate records on patients and/or program operations.

Facilitates patient care with positive outcomes.

May facilitate Day Treatment Billing and coordination of daily clinical billing (PT, OT, Out-patient Mental Health and Speech)
·Data Management and Education Support
Creates and coordinates the management of databases, and maintains/executes appropriate database queries.

Partners with department or program staff (including medical, business, and clinical staff) to ensure the database captures essential metrics and to track and monitor data trends.

Maintains quantitative functional analyses database, data entry, and ensure the integrity of all records related to patients in assigned program.

As needed, tracks data related to imaging studies and consult requests.

Coordinates the collection of data from individuals and other sources to support process improvement and outcomes research activities.

Creates and runs management reports including financial and outcomes.

Provides support in the preparation and submission of internal and external education offerings related to clinical programs and teams.

Provides support for current competency requirements and resources.

Maintains and assists with curriculum consistency in the classroom.

Qualifications

EDUCATION/EXPERIENCE

Required:
·High school diploma or equivalent
·3-5 years of work experience in a related job discipline
Preferred:
·Strong software skills (Microsoft Word, Excel, Outlook)
·Administrative experience in a healthcare setting

Cincinnati Children's is proud to be an Equal Opportunity Employer that values and treasures Diversity, Equity, and Inclusion.

We are committed to creating an environment of dignity and respect for all our employees, patients, and families.

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

EEO/AA/M/F/Veteran/Disability

Job

Administrative/Clerical

Shift

Day Job

Job Type

StandardDepartmentAdolescent Medicine

Employee Status

Regular
FTE
1.0
Weekly Hours
40

Salary Range

21.21-30.50

Required Skill Profession

Business Operations Specialists