Program Coordinator- Pediatric Surgery CHOR- Days

Virginia Commonwealth University Health Systems; Richmond (VA); On-site; USD 24,000 - 36,000; Full time

Job summary

Virginia Commonwealth University Health Systems is seeking a Program Coordinator to provide administrative and secretarial support across clinical scheduling and patient services. The role involves coordinating complex care scheduling, EPIC-based clinic management, and ensuring accurate patient communications.

The position requires a high school diploma, four years of prior secretarial/administrative work, and familiarity with EPIC and Microsoft Office.

Qualifications

• Minimum of four (4) years of secretarial/administrative work experience in an office setting.
• Experience with Microsoft Office applications and e-mail/calendaring.
• High School Diploma or equivalent.
• Associate Degree in Business, Accounting, or related field preferred.

Responsibilities

• Handle incoming and outgoing patient calls including scheduling, rescheduling, referrals, and coordinating complex care cases.
• Manage in-basket for Ped Surg clinics and process messages and reminders.
• Coordinate schedule changes and template changes for physicians in EPIC and close clinics as needed.
• Scan outside referrals and medical records for new patient appointments; verify insurance as needed.

Skills

Microsoft Office

Email calendaring

Project management

Communication

Decision making

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.

EEO Employer/Disabled/Protected Veteran