Associate Program Manager

Discover Vanderbilt University Medical Center:  Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of diverse individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization:

Developmental Medicine

Job Summary:

The Associate Program Manager will support TEIS (TRIAD Early Intervention Services) and will be responsible for providing customer service, including telephone etiquette, scheduling of appointments, processing insurance updates and conducting patient check in/out. The position will plan, develop and execute ongoing program(s) that impacts a significant segment of the organization under occasional guidance. In addition, this role will also provide administrative support of an area’s activities with occasional guidance.

.

Duties for this role include but are not limited to:

Subject Appointment Coordination

· Calling and directing patients to appropriate departments

· Listening to patients and directing calls to the appropriate person, taking accurate messages with appropriate detail when needed, and following appropriate steps to forward calls to the answering service at the end of each day

· Scheduling, confirming, and checking in patient appointments with providers

· Verifying demographic & insurance information via open-ended questions: Name-Accuracy and Spelling SSN Address Phone-Work and Home Employer Insurance Information Emergency Contact Information. If insurance has changed, updating the registration.

· Scanning insurance cards; Obtain card(s) from patient or guarantor and scan (if new or not in the chart), using designated device; Rank each card as primary, secondary, or tertiary.

· Responding to patient or other requests for medical record copies

· Contacting Developmental Therapists for telehealth pre evaluation paperwork

· Ensuring incoming patient & referring MD appointment requests are scheduled according to clinic standards.

· Ensuring tests, procedures & outgoing referral MD appointment requests are scheduled according to clinic standards.

· Ensuring reports are mailed out to patients in a timely fashion

Data, Referral and Materials Management

· Submitting referral authorizations and insurance verifications

· Submitting internal referral requests

· Managing an internal reference database

· Scanning and uploading other items as needed into the medical chart

· Creating and maintaining Outlook Teams calendar events for department staff.

· Monitoring and managing communications that come in via fax and Epic Message Basket

· Entering TEIDS notes for telehealth evaluations

· Submitting and monitoring external payments for services (not in Epic)

· Monitoring REDCap data for Early Intervention (EI) CAPSS, ensuring pre and post processes are accurate and complete

· Updating and maintaining accurate EI CAPSS waitlist

· Administrative oversight of the creation, coordination and execution of key parts of multiple programs

· Placing requisition orders in workday for office supplies/protocols

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

Organizational Impact: Delivers job responsibilities that impact own job area/team with some guidance. Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement. Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements. Team Interaction: Individually contributes to project/ work teams.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues priorities, working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively :- Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.- Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

Less than 1 year

Education:

Bachelor’s

Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled