Administrative Coordinator

Job description

Key Responsibilities & Performance Standards
• Patient management - Responsible for coordinating and managing the non-nurse aspects of the patient's care process. Work with the PAS Staff to schedule tests, diagnostic procedures, and admissions according to protocol, nurse coordinator and/or physician request with high level of accuracy.
• Answer the nursing lines, screen and deliver all messages in a timely fashion. Involves removing non-nursing messages and personally handling those, and also making sure that each message the Nurse Coordinators receive is accurate and complete.
• Other supportive functions for RN Coordinators and Hematology/Medical Oncology provider under the direction of the Manager
• Managing incoming faxes for established patients
• Prior authorization for medication refills
• Incoming mails for RN Coordinators and providers
• Outgoing faxes
• EPIC and outlook messages.
• General high level clerical and project support
• Optimize use of RN time for nurse essential duties. Develop new procedures and tracking processes to streamline this area of the department.
• Documentation - Document legibly, concisely and completely to ensure that others can accurately assess the status of patients' progress by reviewing that documentation. Use established checklists and sign-out procedures appropriately. Participate as assigned with database input (internal and external). Update database information weekly or as requested
• Data Management -works closely to maintain knowledge of clinical study required time lines to help ensure patients' process does not deviate from requirements. Initiate and implement processes to facilitate new protocol implementation and tracking tools.
• Four years of general office or secretarial experience; OR
• An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
• A Bachelor’s degree and two years of general office or secretarial experience; OR
• An equivalent combination of training and experience.
• Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.

Note : Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.
• This position works in an extremely fast-paced and hectic environment with many interruptions, mulitple demands, and conflicting priorities. This position works with people at all levels of the organiztion and interacts with numerous internal OHSU departments and external customers. The office setting is small relative to the number of staff using it. It creates the need to be able to deal with phone noise, many simultaneous conversations and frequent interruptions. Work schedule is five days a week; 8 hours per day. Requires the ability to stay longer than normal work hours for various meetings
• This position requires the ability to sit, stand, and walk all over the office. Heavy use of phone, personal computers, and OHSU's electronic medical record systems. Requires communication in a respectful, caring and non-judgemental manner.
• Four years of general office or secretarial experience; OR
• An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
• A Bachelor’s degree and two years of general office or secretarial experience; OR
• An equivalent combination of training and experience.
• Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.

Note : Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.