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Clinical Coordinator Assistant – Transplant – Orlando in Orlando, FL at AdventHealth

Date Posted: 3/28/2019

Job Snapshot

  • Job Schedule
    Full-Time
  • Location:
    Orlando, FL
  • Job Category
  • Date Posted:
    3/28/2019
  • Job ID:
    277951
  • Job Function
    Patient Care Support
  • Travel
    No
  • Shift
    Day
  • Application Zone
    2-Legacy System
  • Organization
    AdventHealth Orlando

Job Description



Clinical Coordinator Assistant – Transplant – Orlando

AdventHealth Orlando seeks to hire a Clinical Coordinator Assistant who will embrace our mission to extend the healing ministry of Christ.



Facility Profile:

Located on a lush tropical campus, our flagship hospital, 1,368-bed AdventHealth Orlando, serves as the major tertiary facility for much of the Southeast, the Caribbean and South America. AdventHealth Orlando houses one of the largest Emergency Departments and largest cardiac catheterization labs in the country. We are already one of the busiest hospitals in the nation, providing service excellence to more than 32,000 inpatients and 125,000 outpatients each year.



Work Hours/Shifts:

M-F, 7:30am – 5:00pm



Job Summary:

Under general direction, the Clinical Coordinator Assistant-Transplant assists the Clinical RN Coordinators in the pre and post phases of care working with laboratory, imaging, registration, referring physician offices and financial services personnel. The Assistant provides support to physicians and nurses by facilitating patient flow and assisting with various activities including facilitation/coordination of: 1) initial referral process, 2) patient evaluations for advanced therapy, potential organ recipients, living donors or VAD (Ventricular Assist Device) patients, 3) on-going care of the established patients, and 4) patient education process. The Assistant is responsible for initiating actions or tasks in the electronic record for the purpose of process adherence and volume metrics. The Assistant provides optimal service to patients, respects patient confidentiality, and works within the established parameters of the job at all times. Actively participates in outstanding customer service and accepts responsibility in maintaining relationships that are equally respectful to all.



Knowledge, Skills, Education, & Experience Required:

  • Ability to communicate verbally and in written form in English with physicians, patients and staff of varied backgrounds in a respectful, effective and professional manner
  • Strong interpersonal, organization skills and the ability to work effectively in an environment with frequent interruptions
  • Ability to act in an autonomous, self-directed manner while maintaining the ability to collaborate with professionals and non-professionals in situations of high complexity and high intensity
  • Self-motivated with the ability to multi-task and adapt to changing demands
  • Mature judgment and the ability to handle confidential information within AdventHealth guidelines and application regulations
  • Knowledge of clinical documentation, exam procedures and protocols
  • Strong communication and organizational skills
  • Basic clerical skills and the ability to type 20 WPM
  • Bilingual (English required/Spanish Preferred) (Preferred)
  • Medical terminology (Preferred)
  • Minimum of two years of experience in a complex practice environment or healthcare setting such as catheter lab, endoscopy, infusion center, etc., coordinating multiple physician office, with direct care or working in an inpatient care area within the last three years
  • Associate’s degree (AA, AS) or Bachelor’s degree (BA, BS) within the business and/or health care fields (Preferred)
  • Experience in critical care, dialysis, hepatology, cardiology, pulmonology or transplant clinical setting (Preferred)


Licensure, Certification, or Registration Required:

  • Licensed Practical Nurse (LPN) (Preferred)
  • American Association of Medical Assistants (AAMA) Certification (Preferred)


Job Responsibilities:

Demonstrates through behavior AdventHealth’s Core Values of Keep Me Safe, Love Me, Make it Easy, and Own it as outlined in the organization’s Performance Excellence Program.

  • Utilizes sensitivity and responsiveness with patients, families and visitors by listening and communicating effectively with courtesy, consideration and tact.
  • Acts as the family’s liaison between the program/practice support and clinical staff which includes, but is not limited to the following:
  • Triaging the calls and distributing to the appropriate program/practice staff
  • Providing status updates and general information
  • Providing appropriate customer service recovery when encountering upset patient and when necessary, escalating concerns to appropriate practice/program leadership
  • Serves as the primary resource between the program and referring community which includes, but is not limited to, the following:
  • Triaging the calls and distributing to the appropriate program/practice staff
  • Providing general program information and guidance for the referral process
  • Providing status updates and providing general information
  • Providing appropriate customer service recovery when encountering upset patient and when necessary, escalating concerns to appropriate practice/program leadership
  • Mailing letters, medical records and any other relevant correspondence to the patient’s referring physician
  • Performs general tasks related to initial referral processing which includes, but is not limited to, the following:
  • Prompt and courteous customer service that includes a patient first attitude while serving our referring physicians and patients
  • Timely review of new referral inputs (email, faxes, and telephone calls) from community physicians and the inpatient team for each respective program
  • Responsible for decisive and protocol-driven triaging of new referrals (Routine, Stat, and Surgical) as defined by program leadership
  • Verifying and accurately entering demographic and insurance information
  • Assessing patient’s insurance against matrix to determine appropriateness of referral and, when necessary, steering the patient to in-network physician or transplant program
  • Gathering medical records as defined by practice/program to ensure timely and accurate processing of the initial referral within 14 days as necessary
  • Strengthening relationships with our community partners and referring physicians by delivering on our customer service promises
  • Maintaining patient confidentiality following proper HIPAA and other protocols
  • Screening all new applications-screen application submission to be sure all documents/records are included with submission. If information is incomplete, mails out response letter to request all information required for application review
  • Obtaining and entering insurance information and forwarding to financial personnel; scanning and entering all pertinent records into database
  • Facilitates and coordinates evaluations for advanced therapy, potential organ recipients, living donors or VAD patients which includes, but is not limited to, the following:
  • Decisive and protocol-driven scheduling to ensure appointments are filled and correctly booked to create efficient patient flow and clinic schedules are optimized
  • Scheduling evaluation-related testing for the patient which includes, but is not limited to,: 1) laboratory, 2) radiology, 3) cardiopulmonary, 4) esophageal manometry, 5) endoscopy and other diagnostic tests
  • Coordinating and scheduling evaluation-related consultations with the multi-disciplinary team to include: physician, surgeon, social worker, dietician, financial coordinator, Psychiatry, Research and Palliative Care
  • Participating in appointment verification activities and subsequent rescheduling of appointments when necessary
  • Troubleshooting and adjusting clinic schedule to physician schedule
  • Transcribing clinical data, under the direction of the Transplant Coordinator, into transplant pertinent databases and records
  • Mailing letters, physician orders, maps, and any other relevant correspondence to the patient in preparation for evaluation
  • Performs general tasks related to the on-going care of the established patients which includes, but is not limited to, the following:
  • Decisive and protocol-driven scheduling to ensure appointments are filled and correctly booked to create efficient patient flow and clinic schedules are optimized
  • Coordinating procedure scheduling with referring physicians and subsequent gathering of related medical records
  • Troubleshooting and adjusting clinic schedule to physician schedule
  • Accurate submission of insurance information to the pre-certification team using OTTR (Organ Transplant Tracking Record) and/or Cerner
  • Participating in appointment verification activities and subsequent rescheduling of appointments when necessary
  • Following-up on missed and rescheduled appointments as necessary
  • Transcribing clinical data, under the direction of the Transplant Coordinator, into transplant pertinent databases and records
  • Following-up on required monthly diagnostic testing for wait listed patients (HLA and other testing)
  • Supports the multi-disciplinary team with the patient education process which includes, but is not limited to, the following:
  • Maintaining and ensuring adequate educational materials are available for patient education sessions
  • Preparing transplant classroom, documents and education materials as required by the Transplant program as requested by the Clinical RN Coordinator(s)
  • Initiates actions or tasks in the electronic record for the purpose of process adherence and volume metrics. This includes monitoring for omissions or unexpected alterations of the actions/ tasks and reporting to the RN coordinator for clarification and direction.
  • Attends and participates in program meetings including, but not limited to, those discussing: referral status, core operations and QAPI (Quality Assurance and Performance Improvement). Communicates with the multi-disciplinary team in a professional and effective manner
  • Provides cross-coverage of other administrative support roles including, but not limited to, the Transplant Administrative Specialist I, II, and III
  • Performs additional miscellaneous duties and responsibilities as may be assigned from time to time by the manager or director

If you want to be a part of a team that is dedicated to delivering the highest quality in patient care, we invite you to explore the Clinical Coordinator Assistant opportunity with AdventHealth Orlando and apply online today.



Job Keywords:

Clinical Coordinator Assistant, Transplant, Orlando



Position Location:  Orlando
Job:  Patient Care Support
Organization:  AdventHealth Central Florida
Primary Location:  US-FL-Orlando
Schedule:  Full-time
Shift:  Day
Job Level:  Staff / Associate
Education Level:  None
Travel:  No
Job Posting:  Mar 28, 2019, 11:12:14 AM

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