Capacity Management Coordinator

Utah; Salt Lake City (UT); On-site; USD 40,000 - 60,000; Full time

Job summary

University of Utah Health is seeking a Patient Placement Center professional in Salt Lake City to oversee transfer and admission processes, verify insurance, and coordinate Telemedicine services. The role requires strong communication, detailed data handling, and ability to work across departments in a 24/7 health system.

The position supports hospital operations, ensures accurate billing data, and collaborates with supervisors to manage bed availability and patient flow.

Qualifications

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

Responsibilities

• Coordinate transfer and admission from clinics and hospitals to the appropriate service and unit.
• Verify insurance coverage and eligibility using Passport/OneSource.
• Gather patient information from referring physicians and facilities; use PACS, EPIC, and Smart Web.
• Direct transfers based on established algorithms; collaborate with supervisors to ensure timely transfers.
• Communicate bed capacity constraints with referring facilities.
• Coordinate Telemedicine calls and Tele-hub service for the Patient Placement Center.
• Manage patient placement/admissions and support hospital operations and prevent divert status.
• Prioritize placement based on medical need, location, room availability, and capacity; address staffing needs and special considerations.
• Participate in daily capacity huddles and capture real-time demand information.
• Support patient safety, compliance, and billing procedures; generate system reports and manage work queues.
• Operate multiple electronic systems for financial and clinical aspects of throughput and admissions.
• Collaborate with Case Management to ensure correct patient class and accommodation codes for billing.
• Collect and verify patient information; document interactions for follow-up purposes.

Skills

Interpersonal skills

Verbal and written communication

Prioritization

Critical thinking

Computer systems literacy

Customer service

Rotating shifts availability

Education

Medical Terminology course

Six months related experience or equivalent

Tools

Passport/OneSource

PACS

EPIC

Smart Web

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-pressure 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.

Qualifications

Required

• Six months of related experience, or equivalency.


• Medical Terminology course completed within 6 months of hire.

Qualifications (Preferred)

Working Conditions and Physical Demands

Employee must be able to meet the following requirements with or without an accommodation.

• 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

Multi-lingual Candidates Welcomed

EEO Statement

University of Utah Health Hospitals and Clinics, a part of The University of Utah, values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patient populations.

All qualified individuals are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

University of Utah Health Hospitals and Clinics, a part of The University of Utah, is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran's status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability, please contact the University of Utah Health Hospitals and Clinics Human Resources office at 801-581-6500. If you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity. More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at: www.utah.edu/nondiscrimination/

Online reports may be submitted at oe o.utah.edu

This position may require the successful completion of a criminal background check and/or drug screen.