St. Charles Health System

Regional health system operating four hospitals

Cardiac Procedure Scheduling Coordinator

Clinical Support & Patient AdministrationPosted on Nov 11

Full-timeBend, OR, USA$24.48 - $35.51

About the Job

Requirements

An associate degree plus one year of healthcare registration experience, or a high school diploma/GED plus three years of healthcare scheduling experience, is required.
At least three years of demonstrated experience with computer applications, specifically electronic medical record workflows for patient appointment management, is required.
Familiarity with management reporting, metrics, and goal setting is required.
A valid Oregon driver's license and the ability to meet SCHS driving requirements are required.
The ability to travel to business functions, trainings, meetings, and all SCHS worksites is required.
The employee must be able to wear the personal protective equipment required to perform the job safely.

Responsibilities

Coordinate all elements of cardiac procedure scheduling in collaboration with cardiac providers, including planning and organizing patient care for cardiac procedure patients.
Monitor and analyze performance measures and quality indicators.
Demonstrate competency in cardiovascular procedure scheduling and diagnostic testing, including echocardiography, stress testing, cardiac rehabilitation, electrocardiograms, implanted cardiac device follow-up, and cardiac procedures, and work in these areas when staffing or patient volume requires it.
Maintain high accuracy throughout clinic business and patient processes, from initial intake through final collections for services provided.
Track and manage care for patients undergoing Interventional Cardiology and Electrophysiology procedures and coordinate postoperative follow-up.
Schedule and coordinate procedures and supporting diagnostics for clinic specialists, including verifying completion of prior authorization.
Provide concise, specific instructions to patients for procedures.
Maintain communication with the catheterization lab, MDU, SDU, pre-surgery, and other team members and departments to support smooth operations and continuity of care; troubleshoot issues between clinic and hospital departments collaboratively.
Compare provider procedure schedules with EPIC procedure schedules and work with the clinic manager to resolve conflicts.
Accurately schedule outpatient procedures and appointments; respond to telephone inquiries and faxes from patients' provider offices and clinics for all service locations.
Coordinate procedures for orders from providers outside St. Charles by obtaining performing-physician review, verifying receipt and appropriate timing of history and physical documentation, and coordinating care with patients.
Handle patient calls professionally and promptly, using telephone etiquette and knowledge of medical terminology, human anatomy, and procedures.
Apply knowledge of hospital operations for inpatient and outpatient procedures.
Prioritize tasks, address all details, and enter proper documentation in all systems.
Maintain confidentiality and comply with laws, regulations, policies, and procedures; support corporate integrity by acting ethically, reporting known or suspected violations, and cooperating with organizational investigations and proceedings.
Develop and maintain expertise in EPIC processes; function as a system super user and use snap board, case requests and procedures, ambulatory chart, ancillary orders, telephone encounters, registration, scheduling functions, and estimates.
Evaluate departmental workflows and practices for improvement opportunities and convey feedback and suggestions to the supervisor and manager.
Work closely with coordinators, supervisors, and the manager.
Coordinate with clinic outreach locations for cardiology provider follow-up visits; maintain contact with outlying sites, provide updates, and serve as a point of contact for clinic visit coordination.
Design and deliver cardiovascular scheduling onboarding training, develop training materials, maintain policy manuals, and evaluate trends to adapt education.
Work with the clinic manager to compile and interpret business, financial, operational, and statistical data and analyze process errors and education opportunities to improve performance.
Maintain accurate department spreadsheet records and use rosters and shared data for tracking, follow-up, and documentation.
Anticipate change through direct observation and open communication with other departments and facilities.
Maintain knowledge of documents and forms required by state and federal guidelines, including CMS, Medicaid, COBRA, and EMTALA.
Support the organization's vision, mission, and values and apply Value Improvement Practice (VIP-Lean) continuous improvement principles.
Maintain a safe environment for caregivers, patients, and guests.
Deliver timely, efficient, accurate customer service and patient care that promotes goodwill.
Perform additional duties of similar complexity as required or assigned.

Desired Qualifications

A bachelor's degree in a healthcare business-related field is preferred.
Experience creating reports is preferred.

Pay range: $24.48 - $35.51
Heart & Lung Specialists - Bend, Oregon

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Cardiac Procedure Scheduling Coordinator

REPORTS TO POSITION: Manager of Clinic Operations

DEPARTMENT: Heart & Lung Specialists

DATE LAST REVIEWED: June 28, 2019

OUR VISION: Creating America’s healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: St. Charles Heart & Lung Specialists encompasses multiple cardiac subspecialties including Cardiology, Interventional Cardiology, Structural Heart, Electrophysiology and Cardiac Surgery providing services in multiple locations across Central Oregon. St. Charles Heart & Lung Specialists supports cardiac diagnostic and procedural departments such as echo, stress testing, EKG, cardiac device, and cardiac cath lab. We encourage collaboration between clinical and non-clinical staff to assure we are providing our community with comprehensive and compassionate cardiac care.

POSITION OVERVIEW: The Cardiac Procedure Scheduling Coordinator at St. Charles Health System provides clinical expertise and coordination of all elements of cardiac procedure scheduling. This caregiver, in collaboration with our cardiac providers, is responsible for the planning and organization of patient care for all cardiac procedure patients. Will monitor and analyze performance measures and quality indicators. Will be able to provide training to new caregivers, Demonstrate competency in all areas of cardiovascular procedure scheduling, diagnostic testing including but not limited to echo, stress testing, cardiac rehab, EKG, implanted cardiac device follow up, and cardiac procedures by working these areas when staffing or patient volume demands. This position does not directly manage other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Responsible for high level accuracy in all functions of clinic business / patient process flow, from initial intake to final collections for services provided. Tracks and manages all aspects of care for patients undergoing Interventional Cardiology and Electrophysiology procedures and coordinates close follow up post operatively. Schedules and coordinates all procedures and support diagnostics for clinic specialists, including verification of completion of the prior authorization process.

Provide concise, specific patient instructions for all procedures

Establishes and maintains communication with other team members and departments such as the Cath lab, MDU, SDU and pre-surgery to ensure procedures and systems function smoothly as well as promote continuity of care. Trouble shoots issues that arise between the clinic and other hospital departments working in a collaborative manner to find resolution.

Correlates the established provider procedure schedule to EPIC procedure schedules. Work with the clinic manager to resolve conflicts when identified.

Schedule outpatient procedures and appointments accurately, responding to telephone inquiries and faxes from the patient’s provider offices and clinics for all service locations. Coordinates procedures for orders received from providers outside of St. Charles processing for review from the performing MD, reviewing and verify history and physical documentation is received and has been performed in an appropriate timeframe and coordinating care with the patient.
Demonstrate excellent phone etiquette and understands medical terminology, human anatomy, procedures, etc.

Ensure that all patient calls are handled in a professional and expedient fashion

Great knowledge of understanding hospital operations for procedures as inpatient and outpatient

Prioritize tasks to ensure all details are addressed and proper documentation is inputted into all systems

Perform all job duties with the highest standards of professionalism and confidentiality; comply with all laws, regulations, policies and procedures while supporting the hospital’s corporate integrity efforts by acting in an ethical and appropriate manner

Develops and maintains a high level of understand of EPIC process. Functions as a system super user and is proficient utilizing snap board, case requests/procedures, ambulatory chart, ancillary orders, telephone encounters, registration, scheduling functions and estimates.

Continually evaluate department process flows and practices in order to seek opportunities for improvement, convey feedback and suggestions to Supervisor and Manager.

Supports and works closely with all Coordinators, Supervisors, and Manager.

Coordinates with clinic outreach locations for Cardiology provider follow up visits. Maintains contact with outlying area sites providing updates and serves as a point of contact for clinic visit coordination.

Designs and runs the Cardiovascular scheduling on-boarding training, develop training materials and maintain policy manuals. Evaluates trends and adjusts education as needed to always provide relevant and easy to absorb education.

Works with the Clinic Manager to compile and interprets key business, financial, operational and statistical data; performs analyses aimed at identifying process errors & education opportunities to improve performance.

Keep accurate records on department spreadsheets and use tools including rosters and shared data for tracking purposes, follow up & documentation.

Anticipate the need for change through direct observation and maintaining open communication with other departments and facilities.

Learn & maintain knowledge of documents and forms according to state and federal requirements and guidelines including CMS, Medicaid, COBRA, EMTALA, HIPAA and many more.

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION

Required: Associates Degree plus 1 year of health care registration experience required or high school diploma/GED plus 3 years of healthcare scheduling experience required.

Preferred: Bachelors in healthcare business related field

LICENSURE/CERTIFICATION/REGISTRATION

Required: Valid Oregon driver’s license and ability to meet SCHS driving requirements. Ability to travel to business functions/trainings/meetings and all SCHS worksites required.

Preferred: N/A

EXPERIENCE

Required: Minimum three years’ experience in demonstrated ability and experience in computer applications, specifically EMR workflows for patient appointment management. Familiarity with management reporting, metrics, and goal setting.

Preferred: Experience creating reports

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

Schedule Weekly Hours:

Caregiver Type:

Regular

Shift:

First Shift (United States of America)

Is Exempt Position?

Job Family:

COORDINATOR CLERICAL

Scheduled Days of the Week:

Monday-Friday

Shift Start & End Time:

8:00-5:00

About the Company

St. Charles Health System

Regional health system operating four hospitals

St. Charles Health System operates four hospitals and employs over 220 medical providers to deliver medical care in Central Oregon. It offers a full range of health services—from routine treatments to specialized care—through its hospitals and clinics. Patients receive care across inpatient stays, outpatient procedures, and community health programs managed by the system. Revenue comes from charging for patient care services, and the organization funds ongoing operations plus capital projects to expand and upgrade facilities. Its edge over competitors comes from being the largest regional health care system in Central Oregon with an integrated network of hospitals and clinicians, enabling coordinated care across multiple sites. The goal is to improve community health and work toward America’s healthiest community by expanding access to care and partnering with local organizations.

Company size: 1,001-5,000
Company stage: Not listed
Total funding: Not listed
Headquarters: Oregon, United States
Founded: 1918

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