Program Coordinator- Pediatric Surgery CHOR- Days

VCU Health; Richmond (VA); On-site; USD 24,000 - 36,000; Full time

Job summary

VCU Health seeks a Program Coordinator to provide administrative and secretarial support in a fast-paced clinical environment. You will handle patient calls, scheduling, referrals, and EPIC-based clinic coordination, ensuring accurate messaging and timely communications.

The role requires significant experience in office administration, proficiency with Microsoft Office and email/calendaring, and the ability to manage multiple priorities in a high-volume setting.

Qualifications

• Minimum of four (4) years of secretarial/administrative work in an office setting.
• Experience with Microsoft Office applications and e-mail/calendaring.
• High School Diploma or equivalent is required; an Associate Degree is preferred.
• Independent action and decision making in project management and communication.
• No supervisory responsibilities specified.

Responsibilities

• Handling all incoming and outgoing patient calls, including scheduling and referrals.
• Managing in-basket messages for Ped Surg clinics and clinic coordination in EPIC.
• Coordinate schedule changes and template updates for physicians.
• Scanning referrals and medical records; verifying insurance as needed.
• Complex care scheduling with subspecialties and multidisciplinary clinics.

Skills

Microsoft Office

Email calendaring

Multitasking

Education

High School Diploma or equivalent

Associate Degree in Business/Accounting

Tools

EPIC EMR

Job description

The Program Coordinator provide administrative and secretarial support based on applicable policies, rules and procedures.

Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of four (4) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Five (5) years of previous secretarial/administrative work experience in an office setting Previous experience in an academic health care setting Education/training REQUIRED: High School Diploma or equivalent Education/training PREFERRED: Associate Degree in Business, Accounting, or related field from an accredited program Independent action(s) required: Project management and communication with a variety of individuals/entities and decision making. Supervisory responsibilities (if applicable): N/A Additional position requirements: N/A Age Specific groups served: All Physical Requirements (includes use of assistance devices as appropriate): Activities: Prolonged sitting, Walking (distance), Reaching (overhead, extensive, repetitive), Other: high volume computer, telephone, and paperwork Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking Emotional: Fast pace environment, Steady pace, Able to handle multiple priorities, Frequent and intense customer interactions, Noisy environment, Able to adapt to frequent, change

Program Coordinator Duties general include:

• Handling all incoming and outgoing patient calls as our own call center including but not limited to scheduling appointments, rescheduling, referrals, directing community consults, coordinating complex care cases
• In-basket management for all Ped Surg clinics, which include 7 total in-baskets equaling 3016 messages handled by 2 PARs in the past 12 months when calculated via EPIC.
• Manage relevant workqueues for pediatric surgery
• Sending 7-day and 3-day patient reminders for our upcoming appointments
• Coordinating schedule changes and template changes for our physicians in EPIC including opening and closing clinics as needed and rescheduling appointments per the changes
• Scanning in outside referrals and medical records via fax for new patient appointments
• Insurance verification as needed for new patient appointments

Complex duties for this position include:

• Uses independent decision making to determine what clinic and provider to schedule a patient
• Ensures that appropriate testing is obtained and arranged prior to visits
• Coordinates complex care scheduling with subspecialities and multidisciplinary clinics
• Works with providers schedules to ensure the most optimal and appropriate placement for the patient
• Assists with pulling appropriate medical records from HCA EMR for community off-site billing as needed
• Assists with patient recall tracker maintenance for subspecialities and multidisciplinary clinics

Compensation Range

$17.25 - $26.39

Actual salary offers will be based on several key factors to include relevant work experience, credentials, and qualifications.

Days

EEO Employer/Disabled/Protected Veteran