Clinic Coordinator (Hybrid) - Surgery

CP00001 Washington University in St Louis; United States; On-site; USD 29,000 - 44,000; Full time

Job summary

Washington University in St. Louis in St. Louis, MO, coordinates the Surgical Prehabilitation and Readiness (SPAR) program, acting as the central contact for patients and care teams.

The role handles enrollment, education, follow-ups, referrals, documentation, and supplies, while supervising assigned support staff and collaborating with clinical partners. The position emphasizes program operations, patient experience, and adherence to policies, with duties including patient communications,

Qualifications

• High school diploma or equivalent.
• No specific certification or professional license required for this position.
• Clinical Office experience including supervision (5 years).
• Driver's license not required.

Responsibilities

• Coordinates patient services ensuring quality care in an efficient, cost-effective manner.
• May supervise support staff, schedule work assignments, hire, train and evaluate performance.
• Maintains policies, procedures and quality control via QA and risk management programs.
• Coordinates enrollment, education, follow-up, referrals, documentation, and program supplies.

Education

High school diploma or equivalent

Job description

Location St. Louis, MO 63110 Scheduled Hours 40

Position Summary

Coordinates the daily operations of the Surgical Prehabilitation and Readiness (SPAR) program, which helps patients prepare for surgery. Serves as a central contact for patients and the care team, coordinating enrollment, education, follow-up, referrals, documentation, and program supplies. Supervises assigned support staff and works with clinical and operational partners to support a consistent patient experience and effective program operations.

Job Description

Primary Duties & Responsibilities: Coordinates patient services providing quality care in efficient and cost effective manner. May supervise support staff, scheduling work assignments to ensure appropriate coverage, hires, trains and evaluates performance. Maintains established policies and procedures and quality control through quality assurance and risk management programs. Promotes and maintains effective communications and collaboration within departmental administrators, managers and supervisors. Maintains and monitors all patient accounts. Provides reports, analysis and maintains records as required. Coordinates and maintains equipment and supplies ordering when needed. Assists with clerical tasks as needed including answering phones, computer entry, copies and fax material. Promotes and supports continuous improvement of quality and service to ensure effective clinical outcomes and patient satisfaction. Coordinates the patient’s participation in SPAR from enrollment through the preoperative period, including scheduling, follow-up, and communication with patients, families, and care teams. Supports patient assessment, individualized planning, and progress monitoring within the scope of the position and established SPAR protocols; escalates clinical questions or concerns to the appropriate licensed clinician. Provides approved patient education and resources on activity and mobility, nutrition, pulmonary hygiene, smoking cessation, and mindfulness. Helps patients and families set up and use program technology, including Fitbits, and troubleshoots routine issues. Coordinates referrals and connects patients with resources identified by the SPAR care team. Documents participation and progress in Epic and enters program information in REDCap and other tracking tools accurately and promptly. Tracks enrollment by surgical department, Fitbit distribution and returns, and other operational information needed for program reporting. Supervises the SPAR medical assistant, including work assignments, training, day-to-day guidance, and performance feedback. Orders, inventories, assembles, and distributes program materials; coordinates shipment of supplies to patients and returns of loaned devices. Responds to patient calls and messages promptly and facilitates communication among surgical teams, SPAR staff, and other partners. Identifies workflow and service improvements that support patient participation and program effectiveness. Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions: Normal office environment. Physical Effort: Typically sitting at desk or table. Repetitive wrist, hand or finger movement. Equipment: Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

• Education: High school diploma or equivalent high school certification or combination of education and/or experience.
• Certifications/Professional Licenses: No specific certification/professional license is required for this position.
• Work Experience: Clinical Office, Including Supervision (5 Years)
• Skills: Not Applicable
• Driver's License: A driver's license is not required for this position.

Preferred Qualifications

• Education: No additional education unless stated elsewhere in the job posting.
• Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.
• Work Experience: Medical Assistant ( )
• Skills: Communication, Customer Service, Interpersonal Communication, Organizing, Patient Services
• Grade C08-H Salary Range $21.33 - $31.98 / Hourly

Salary

Grade C08-H Salary Range $21.33 - $31.98 / Hourly

Questions & Frequently Asked Questions

Questions For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

• Personal Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• Family We offer 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.

About Us

Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.