Healthcare Operations Coordinator - OB/GYN

Company: University of Colorado
Location: Aurora
Posted on: November 19, 2021

Job Description:

University of Colorado - CU Anschutz Medical Campus School of Medicine Dean's Office, Community Practice Division Healthcare Operations Coordinator - OB/GYN Program Assistant I Position #00791342 - Requisition #23706 * Applications are accepted electronically ONLY at www.cu.edu/cu-careers * The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at: Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012---covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2 Denver: https://www.ucdenver.edu/coronavirus Exemptions vary by campus location/department. Campus/Unit-Specific Exemptions: * Anschutz Campus - Exemptions are allowed for medical or religious reasons. * Denver Campus - Exemptions are allowed for medical, religious, or personal reasons. * Consolidated/Central Services Administration - Will follow Anschutz policy on exemptions. The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds. School of Medicine Dean's Office, Community Practice Division has an opening for a full-time University Staff (unclassified) Program Assistant I, Healthcare Operations Coordinator - OB/GYN position. The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here. Position Summary: The Healthcare Operations Coordinator coordinates activities with the Practice Manager to ensure efficient, cost-effective business operations of the practice on a day-to-day basis by performing a variety of tasks. The Coordinator is responsible for providing efficient, effective, quality customer service through a variety of duties including, but not limited to answering patient calls, managing in-baskets through EMR, informing patients of lab results, entering orders, and scheduling procedures. The Coordinator collaborates with the Practice Manager to plan, organize, communicate, coordinate, administer, teach and evaluate nonclinical staff in their service to patients. The Coordinator contributes to the growth of the medical practice by promoting an excellent, positive, professional image and actively participates as a member of the team and carries out all leadership responsibilities in accordance with the policies and procedures of the practice and the University of Colorado School of Medicine (CUSOM). Position Responsibilities: Daily Operations * Serve as a liaison between patients, team members and physicians for all clinic related issues within scope. * Manage patient communication in a timely, professional manner: in-person, EMR in-baskets, email, fax, telephone, etc. * Assists with the development, implementation, and evaluation of departmental policies and procedures * Ensures nonclinical team anticipates needs and makes appropriate chart preparations for patient visits in advance of appointments. * Ensures nonclinical team anticipates needs and makes appropriate chart preparations for patient visits in advance of appointments. * Collaborates with leadership to ensure all clinic staffing needs are met * Respond to patient requests such as self-pay estimates, quotes for procedures, and return to work letters via phone request, email, MHC, and EPIC in-baskets. * At the direction of the provider, provide pre-op instructions and order testing as needed. * At the direction of the provider, notify patient of lab results and follow-up as needed. * Perform broad range of high-level administrative duties. * Schedule clinic appointments and surgical procedures across multiple sites of practice. * Obtain and upload all necessary documents and lab results prior to appointments and surgery. * Confirm upcoming surgery dates and patient appointments. * Provide cross-coverage as required for other office administrative roles. * Schedule and/or attend various key meetings * Able to foster strong communication with medical and non-medical staff to create an efficient working environment. * Customer Service - interacts positively with all internal and external patients and takes immediate action to meet patient needs. * Excellent prioritization and organizational skills * Uses critical thinking through prioritizing and managing daily business operations. * Takes initiative and has positive attitude * Assist with special projects as assigned. Leadership & Professionalism * Promotes and maintains an environment of professional excellence. * Delegates tasks appropriately while maintaining accountability for outcome; fosters staff autonomy. * Collaborates with the Practice Manager to initiate, coordinate and monitor performance improvement plans of clinic staff. Maintains strictest confidentiality. Assists the Practice Manager in the evaluation process. * Works as a team member, leader, and fills in for staff as necessary within scope. * Practices and promotes professional care within legal and ethical standards. * Strong team player with the ability to work in a fast paced setting. * Demonstrates flexibility and creativity in dealing with unforeseen developments through participative leadership and problem-solving. * Utilizes leadership skills to promote adherence to departmental staffing policies. * Mobilizes staff cooperation and participation in implementation of change. * Assists with development and implementation of CU Community Practice policies and procedures. * Maintains membership in professional organizations as applicable. Communication * Utilizes effective communication systems to ensure flow of patient services and continuity of care. * Maintains open lines of communication with all staff, leadership and physicians. * Assists leadership with informing staff and physicians of applicable informational updates. * Communicates performance expectations to staff and holds staff accountable to respective job roles and responsibilities. * Maintains open lines of communication with leadership concerning practice activities that include operational, performance or disciplinary issues. * Collaborates with leadership to coordinate regular staff meetings and educational opportunities for advancement. Business/Financial * Maintains a working knowledge of managed care and value-based care models, coding and billing procedures, and medical records utilization management. Also maintains working knowledge around commercial, government and self-pay reimbursement models. * Maintains a working knowledge of accepted payer plans, including governmental and grant programs. Serves as an expert in this area with all staff, supervisors, Practice Manager and physicians. * Collaborates with the Practice Manager by effectively assessing and communicating nonclinical staffing needs, supplies and equipment. Monitors inventory and supply utilization. Assists the Practice Manager in the ordering processes of clerical supplies and standard office equipment. * Assists Practice Manager with the determination and justification needs for systems equipment and supply purchases. * Assists Practice Manager with monitoring & ensuring medical coding flags/recommendations are promptly attended to and appropriately edited by providers. * Collaborates with Practice Manager in the planning and implementation of education/teaching programs staff within the practice. Quality Improvement: * Ensures compliance with all regulatory agencies (CDPHE, CMS, OSHA, etc.) * Assists in the development of a Quality Improvement (QI) plan for the practice. * Critically analyzes QI data and formulates action plans as needed each quarter. * Completes all QI audits and ensures that audits are turned in on time. * Utilizes appropriate benchmarks to assess performance and stimulate change when necessary. * Ensures staff knowledge and participation in QI activities. * Regularly reviews patient satisfaction data and addresses a minimum of two areas per fiscal year for targeted and significant improvements. * Ensures that the service expectations of both internal and external customers are met and/or exceeded. Safety Operations * Ensures the safe operations of the practice, including equipment operation and maintenance. * Ensures that all policy/procedures, OSHA, HIPPA and other appropriate regulatory agency programs are strictly adhered to in the practice by all nonclinical staff. * Assists in maintaining all regulatory agency data collection or records as required. * Assists in the organization and maintenance of supplies and equipment. * Ensures safe practices of supplies and equipment. * Monitors expiration dates of all supplies and ensures that all expired supplies are purged and transferred properly. * Assists Practice Manager in ensuring preventative maintenance is scheduled and performed for all equipment. * Assists Practice Manager in collaborative efforts with drug companies and representatives in the planning and implementation of education/teaching programs for patients and indigent patient populations. Direct Patient Interactions: * Participates in expediting patient care as necessary. * Expresses empathy in patient interactions and focuses on the needs of the patient, staff, providers, practice and organization simultaneously. * Promptly addresses patient complaints and other patient-related issues. Responsible for on-site and immediate service recovery. * Serves as a champion for patient and staff safety. * Communicates in a competent and effective manner to meet patient and/or family needs and regulatory or organizational requirements. * Collaborates with multidisciplinary team, the patient, and families to promote efficient and appropriate customer service. . * Serves as a mentor and preceptor for new staff and as a constant resource to all staff. Personal * Complies with applicable University of Colorado School of Medicine, Community Practice mandatory education and training. * Must be able to get along well with others, to be a team player, to accept constructive criticism from supervisors and be able to follow work. * Assumes responsibility for personal and professional growth through identification of own learning needs. * Demonstrates a working knowledge of current trends in health and ambulatory care. * Performs other projects and duties as related to department objectives. Program Development: * Participates in workflow development, planning and execution for the practice and each of the divisions. * Assists in the coordination of implementation and integration of new programs. * Plans and/or participates in activities in the community as appropriate. * Suggests opportunities for expansion based on patient population needs, physician referrals or community access. Financial Authority: * Collaborates with the Practice Managers for equipment, supplies and staffing. Back-up for approvals in absence of Practice Manager. Required Skills: * Ability to effectively communicate at all levels, to include physicians, leadership, and staff within the various affiliate organizations (CU SOM, UCH, Children's Colorado, CU Medicine) * Ability to work within large, complex healthcare systems * Ability to analyze and interpret data * Ability to develop and deliver presentations * Ability to document effectively * Ability to deal calmly and courteously with people * Ability to deal with stressful situations * Ability to finish tasks in a timely manner * Ability to follow oral and written instructions and established procedures * Ability to function independently and manage own time and work tasks * Ability to lead work teams * Ability to maintain accuracy and consistency * Ability to maintain confidentiality * Ability to negotiate, persuade and establish direction * Ability to organize workflow * Ability to perform basic filing, office procedures and word processing * Ability to plan, coordinate and develop multiple projects * Ability to work as an effective team member Personal Relationships: * Skilled job requiring high level of adaptability and interpersonal skills Internal Contacts: * Within Department * Cross-departmental * Physicians * APPs * Students * Management * Faculty * Risk Management * Safety & Infection Control * Marketing * Business Office External Contacts: * Patients * Families * Vendors * Insurance Companies * Regulatory Agencies * Media * Miscellaneous business partners, utilities, etc. * Visitors * Other healthcare agencies Physical Requirements & Working Conditions: The physical demands, work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency: * N= Not at all * R= Rarely: Less than once an hour * O= Occasional: 1-4 times/hour or up to 1/3 of the shift * F= Frequent: 5-12 times/hour or up to 2/3 of the shift * C= Constant: More than 2/3 of the shift Activity Frequency Activity Frequency Stand F Push or pull with hands/arms F Walk F Lift hands above head F Walk on uneven &/or slippery surfaces O Climb or balance O Sit F Stoop, kneel, crouch, crawl, bend F Use of hands F Climb stairs O Forceful grip w/ hands O Talk C Reach w/ arms F Hear C Lifting up to 10 lbs F Work in outdoor weather conditions R Lifting up to 25 lbs F Awkward postures R Lifting up to 50 lbs R Close vision (20" or less) C Communicate C Distance vision (20' ) C Interpersonal skills C Peripheral vision C Ability to adjust focus C Depth perception C Work in a loud environment F * Position requires the ability to work in multiples spaces (on and off site) Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this position. Minimum Qualifications: * 3 years healthcare clinic experience * Associate degree and combination of related education and experience may be considered. Conditions of employment: * Healthcare Provider BLS or completed within 90 days of hire * Combination of related education and experience may be considered. Applicants must meet minimum qualifications at the time of hire. PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable. Preferred Qualifications: * Bachelor's Degree in Nursing (BSN), Master's in Business Administration or Health Care related field * Strong organizational and communication skills * 5 years healthcare clinic experience in area of specialty * Ambulatory quality improvement (QI) experience * Experience in use of registry data and quality systems * Bilingual, Spanish-speaking * Computer skills: * MS Office: Excel, Power Point, Word, Outlook * Electronic Medical Record * Credit card and cash handling/recording * EPIC * Kronos Salary and Benefits: The hiring range (or budgeted range) for this position begins at $49,104 - $54,144 per year. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. The above salary range represents the University's good faith and reasonable estimate of the rate at the time of posting. This position is eligible for overtime compensation. Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line. Benefits: https://www.cu.edu/employee-services/benefits Total Compensation Calculator: http://www.cu.edu/node/153125 Diversity and Equity: The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@ucdenver.edu. The University of Colorado Denver - Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment. The University of Colorado Denver - Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Keywords: University of Colorado, Aurora , Healthcare Operations Coordinator - OB/GYN, Healthcare , Aurora, Colorado