Project Coordinator - Psychiatry

MUSC Health; Charleston (SC); On-site; USD 24,796 - 38,572; Full time

Benefits offered by this job

Health insurance

Paid time off

Job summary

University Medical Associates (UMA) seeks an experienced Administrative Project Support professional to oversee CPCS clinic operations and support scheduling, billing, and patient communications. This role focuses on Epic scheduling, charge entry, and cross‑clinic coverage with a strong emphasis on teamwork and training new staff.

Responsibilities include coordinating patient appointments, maintaining accurate demographics, processing charges, and ensuring efficient revenue cycle activities.

Qualifications

• High School Diploma or Equivalent is required.
• At least 3 years of related experience.
• Experience with Epic and outpatient hospital operations preferred.
• Strong communication and multitasking skills.

Responsibilities

• Oversee daily operations of Comprehensive Psychiatric Care Specialists Clinic (CPCS).
• Assist with onboarding and training of new outpatient staff.
• Manage patient flow, appointments, and billing processes in Epic.
• Coordinate referrals and clinic scheduling across multiple outpatient clinics.
• Support additional duties and special projects as assigned.

Skills

Customer service

Scheduling

Data entry

Communication

Team coordination

Education

High School Diploma or Equivalent

Tools

Epic

Job description

Job Description Summary

Under general supervision, assists project managers or a project management office with administrative project activities. Manages or serves as a project team member on projects with limited scope and minimal complexity and risk. This is an entry-level class for positions that typically perform administrative project management activities and provide logistical support for projects. Incumbents in this class may also use basic project management techniques to manage less complicated projects of limited scope, risk, duration, budget, or complexity under the direction of a higher‑level project manager. Updates project plans, schedules and reports; monitors and reports project spending; distributes plans, schedules and reports to project team members and other stakeholders. Tracks, updates and maintains project requirements, documentation, issues, funding, risks and supports all other project deliverables under the direction of the project manager. Assists with facilitating meetings and organizing meeting logistics such as scheduling meetings, reserving meeting rooms and other resources, preparing meeting minutes, and other communications as required. Communicates to project team members and stakeholders scheduling information and changes, as needed. Assists in the needs analysis, preparation of business case, or other required documentation during pre‑planning stage. Manages and coordinates all tasks associated with one or more small projects with minimal complexity and risk or a component of a larger project of minimal to moderate complexity and risk.

Under general supervision, assists project managers or a project management office with administrative project activities. Manages or serves as a project team member on projects with limited scope and minimal complexity and risk. This is an entry‑level class for positions that typically perform administrative project management activities and provide logistical support for projects. Incumbents in this class may also use basic project management techniques to manage less complicated projects of limited scope, risk, duration, budget, or complexity under the direction of a higher‑level project manager. Updates project plans, schedules and reports; monitors and reports project spending; distributes plans, schedules and reports to project team members and other stakeholders. Tracks, updates and maintains project requirements, documentation, issues, funding, risks and supports all other project deliverables under the direction of the project manager. Assists with facilitating meetings and organizing meeting logistics such as scheduling meetings, reserving meeting rooms and other resources, preparing meeting minutes, and other communications as required. Communicates to project team members and stakeholders scheduling information and changes, as needed. Assists in the needs analysis, preparation of business case, or other required documentation during pre‑planning stage. Manages and coordinates all tasks associated with one or more small projects with minimal complexity and risk or a component of a larger project of minimal to moderate complexity and risk.

Entity

University Medical Associates (UMA) Only Employees and Financials

Worker Type

Employee

Worker Sub‑Type

Regular

Cost Center

CC001040 COM PSYCH Admin Operations CC

Pay Rate Type

Hourly

Pay Grade

Health‑24

Scheduled Weekly Hours

40

Work Shift

Job Description

Location

Downtown Charleston (67 President Street)

FLSA

Hourly

Work Schedule

Monday - Friday, 8:30 am - 5:00 pm

Required Education

High School Diploma or Equivalent

Required Experience

At least 3 three years of related experience.

Job Duties

Oversee the daily operations of Comprehensive Psychiatric Care Specialists Clinic (CPCS) – 30%

• This includes greeting and welcoming patients and families in person or on the phone.
• Scheduling patient appointments in Epic and ensuring we have the updated demographic and insurance information.
• Creating charge tickets for the providers
• Post charges into Epic.
• Collecting payments from the patient.
• Distribute payments to their matching charges in Epic.
• Market the services we offer at CPCS to Doctor’s Offices.

Training New Care Team Members – 10%

• Works with the Practice Plan Manager to help train new Outpatient Service Coordinators in all of our department outpatient clinics.
• Works with the Practice Plan Manager to train new Referral Management Specialists.
• Works with the Practice Plan Manager to update all training packets.
• Provide hands‑on training and guidance to new employees or trainees to ensure they understand their job responsibilities, company policies, and necessary procedures.
• Develop and implement training programs tailored to the specific needs of the role, helping employees build and refine the skills necessary for success.
• Regularly assess trainees' progress, offering constructive feedback and guidance to help them improve and succeed in their roles.
• Focus on job‑specific knowledge, including technical skills, customer service practices, or any other area essential for the position.
• Offer ongoing support and mentorship to employees, ensuring they feel confident and equipped in their roles.
• Ensure that employees are properly trained on safety protocols and compliance standards relevant to their job, minimizing risks and promoting a safe work environment.

Oversee the processing of our Nursing Homes encounters – 5%

• Responsible for processing all nursing home notes from paper notes to charges in Epic.
• This includes arriving all patients scheduled in Epic. For patients not scheduled in Epic by the provider, the appointments will need to be scheduled in Epic, and a charge ticket will need to be created for the provider to sign.
• Scan all notes into Epic.
• Responsible for ensuring the signed tickets are routed to and processed by Revenue Cycle.

Outpatient Services Coordinator Coverage – 30%

• Cross trained to cover all of our department‑based outpatient clinics (Biobehavioral Medicine, SMART, Bi‑Polar Clinic, Youth, Youth Residents, Collaborative Care, Center for Drug and Alcohol Program, Women’s Reproductive Behavioral Health, Geriatrics, Community Clinic, Rex, and the General Resident Clinic).
• Covers all clinics when staff are out.
• This includes arriving patients for their appointments, verifying insurance and demographic information, scheduling follow up appointments, collecting co‑pays, and answering phone calls.
• Ensuring all patients are up to date on their compliance forms including consent for treatment forms, BCBS OHI forms, medications forms, home bound forms, etc.
• Ensuring all of the CTM’s error are cleared from the Missing Reg Item work queue.

Referral Management Specialist Coverage – 10%

• Cross trained to schedule appointments for our Department and Ambulatory outpatient clinics (Biobehavioral Medicine, SMART, Bi‑Polar Clinic, Youth, Youth Residents, Collaborative Care, Center for Drug and Alcohol Program, Women’s Reproductive Behavioral Health, Geriatrics, Community Clinic, Rex, and the General Resident Clinic).
• Covers the Referral Management Specialist in Central Scheduling when staff is out.Takes on average 90 calls per day, incoming and outgoing.
• Works the Psychiatry Referral work queue.
• Works the Psychiatry bump list.
• Works the incoming faxes and routes them to the appropriate place.
• Works the Psychiatry wait lists.

Other Duties as Assigned – 5%

• Be prepared to take on additional tasks or responsibilities that may arise, contributing to the overall success of the team and organization.
• Willingness to assist with special projects, unexpected tasks, or urgent needs that fall outside of the regular job description, ensuring smooth operation
• Help out colleagues or management with various tasks when needed, promoting teamwork and adapting to the dynamic work environment.
• Perform additional duties as required to meet the evolving needs of the department, department initiatives, or organizational priorities.
• Take initiative in tackling new challenges, addressing operational gaps, or assisting in areas that require attention to maintain efficiency.

Reviews, evaluates and reports on assigned program areas – 5%

• Review clinic schedules to ensure patients have been arrived, no showed, or canceled for all outpatient clinics
• Sends out reports for the incorrect scheduling statuses to the Outpatient Service Coordinators.

Referral Work Queue Management – 5%

• Generate and submit reports on referral queue activity, providing insights on referral volume, turnaround time, and any potential bottlenecks.
• Identify issues within the referral process, such as missing information or delays, and work with relevant departments to resolve them.
• Maintain accurate records of referral statuses.
• Regularly review and monitor the referral work queue.
• Work closely with clinical, administrative, and referral management teams to ensure smooth and efficient handling of referrals.

Additional Job Description

Physical Requirements

Continuous requirements are to work indoors; possess good finger dexterity; maintain tactile sensory functions; maintain 20/40 vision corrected in one eye or with both eyes; maintain good peripheral vision capabilities; and maintain hearing acuity with correction.

Frequent requirements are to perform job functions while standing/upright, sitting, and walking/mobile; fully use both hands and arms; perform repetitive motions with hands, wrists, elbows, and shoulders; perform gross motor functions with frequent fine motor movements; reach in all directions; see and recognize objects close at hand and at a distance; match or discriminate between colors; determine distance and relationship between objects including depth perception; and hear and/or understand whispered conversations at a distance of 3 feet.

Infrequent requirements are to kneel and squat to perform job functions; perform pinching operations; lift and carry 15 lbs. unassisted; lift objects up to 15 lbs. from floor level to a height of 36 inches unassisted; and push or pull objects up to 15 lbs. unassisted.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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