Capacity Management Coordinator

University of Utah Health; Salt Lake City (UT); On-site; USD 42,000 - 54,000; Full time

Job summary

University of Utah Health is seeking a Patient Placement Coordinator to oversee transfer and admission processes across clinics and hospitals. You will coordinate with care teams to place patients in appropriate services and levels of care, while ensuring data integrity and regulatory compliance.

The role requires handling referrals, triage data, and collaboration with case management to support hospital operations in a fast-paced, 24/7 health system.

Qualifications

• Six months of related experience, or equivalency.
• Medical Terminology course completed within 6 months of hire.

Responsibilities

• Coordinates and manages transfer and admission processes across clinics and hospitals to ensure correct service, unit and level of care.
• Verifies insurance coverage and eligibility using Passport/OneSource.
• Collects essential patient information and uses PACs, EPIC and Smart Web platforms.
• Directs patient transfers in coordination with Hospital Supervisors to ensure timely, clinically appropriate transfers.
• Manages telemedicine calls via the Tele-hub line for the Patient Placement Center.
• Maintains patient demographics and registration details with accuracy.
• Supports patient safety, compliance, and billing procedures.

Skills

Interpersonal skills

Verbal communication

Written communication

Prioritization

Critical thinking

Computer systems

Education

Medical Terminology course

Job description

Overview

As a patient-focused organization, University of Utah Health exists to enhance the health and well‑being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, integrity, quality and trust that are integral to our mission.

EO/AA

Responsible for overseeing all aspects of the Patient Placement Center operations in an efficient and effective manner. Supports the U Health System in delivering a reliable, high-quality service that facilitates consults, transfers, and the acceptance of other healthcare settings. The Patient Placement Center is dedicated to expeditiously connecting patients with high-quality care.

Corporate Overview

The University of Utah is a Level 1 Trauma Center and is nationally ranked and recognized for our academic research, quality standards and overall patient experience. Our five hospitals and eleven clinics provide excellence in our comprehensive services, medical advancement, and overall patient outcomes.

Responsibilities

Essential Functions

• Coordinates and manages the transfer and admission process from various healthcare settings, including clinics and hospitals, to ensure patients are placed in the most appropriate service, unit, and level of care. Utilizes a multi-line phone system for effective communication.


• Evaluates and verifies insurance coverage and eligibility by using the Passport/OneSource system.


• Gather essential patient information from referring physicians and external facilities to facilitate proper triage and placement. Makes use of PACs, EPIC, and Smart Web software platforms.


• Directs patient transfers based on established algorithms and collaborates closely with Hospital Supervisors and Leadership to ensure timely and clinically appropriate transfers.


• Collaborates with referring facilities to identify and communicate any constraints related to bed capacity.


• Coordinates and facilitates all Telemedicine calls and encounters, operating a separate Tele-hub line and service through the Patient Placement Center.


• Manages the placement and admissions of patients into the hospital.


• Collaborates with the hospital supervisors to develop plans that support the hospital’s operations and prevent divert status.


• Prioritizes and triages placement based on factors such as medical necessity, current location, room availability, and the hospital’s current capacity. This may include addressing staffing needs, prisoners and patients requiring special precautions.


• Participates in the daily Organizational Capacity Huddle and helps capture real-time demand information.


• Supports patient safety regulations, compliance efforts, and billing procedures.


• Takes responsibility for generating system reports and managing work queues to create surgical and medical accounts for incoming patients.


• Operates within multiple electronic systems to handle the financial and clinical aspects of patient throughput and admissions.


• Collaborates with Case Management and inpatient units to ensure the accurate application of patient class and accommodation codes for billing purposes.


• Collects thorough patient information, enters it into the relevant electronic system, and conducts accuracy checks to ensure data integrity. This process may involve documenting interactions with internal and external departments or agencies for follow-up purposes.


• Maintains patient demographics and registration details, making updates as required.


• Participates in managing both planned and unplanned system downtimes within the organization.


• Delivers exceptional customer service with a strong commitment to providing a high level of support and assistance to patients and stakeholders.


• At the discretion of department operational and patient care needs, this position is required to work rotating schedules, which may include variable hours, weekends, nights, and holidays to meet the staffing and patient care demands of a 24/7 complex health system. Regular, reliable, and punctual attendance during assigned shifts is considered an essential function of the role.

Knowledge / Skills / Abilities

• Proficiently carries out the essential job functions as described in the previous section.


• Exhibits strong interpersonal skills and effective verbal and written communication abilities.


• Capable of delivering concise and clear speech, remaining composed and competent in communication.


• Displays skills in prioritization and workload management, even in high-pressured and fast-paced settings.


• Demonstrates critical thinking and problem‑solving capabilities.


• Proficiently operates and navigates various computer systems, displaying efficiency in computer-related tasks.


• Possesses excellent customer service skills.


• Demonstrated availability to work variable and rotating shifts, including nights, weekends, and holidays, in a 24/7 patient care environment.

Required

Qualifications

• Six months of related experience, or equivalency.


• Medical Terminology course completed within 6 months of hire.

Working Conditions and Physical Demands

• This is a sedentary position in an office setting that may exert up to 10 pounds and may lift, carry, push, pull or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.

Physical Requirements

Color Determination, Far Vision, Listening, Manual Dexterity, Near Vision, Reaching, Sitting, Speaking, Standing, Walking