Admin & Clinical Services Coordinator

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Seeking Breakthrough Makers

Children's Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.

At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career.

CHOP's Commitment to Diversity, Equity, and Inclusion

CHOP is committed to building an inclusive culture where employees feel a sense of belonging, connection, and community within their workplace. We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting, cultivating, and retaining talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children. We strongly encourage candidates of all races, colors, ethnicities, religions, perspectives, sexes, backgrounds, and lived experiences to apply.

A Brief Overview

This role provides support for academic activities and organizes and prepares for complex meetings and travel. This position acts as a key liaison to numerous internal and external partners.

Individual roles may provide support to specific projects and additional administrative activities.

The ideal candidate will be an effective communicator and someone who thrives in team environments. They will be a detail-oriented team player with a service-oriented mindset and excellent organizational skills.

This role provides advanced administrative and clinical management support for several medical directors for the section of Pediatric Hospital Medicine (PHM) within the Division of General Pediatrics teams in all aspects of our academic mission - clinical care, research, and education.

Administrative support includes, but is not limited to the following:

What you will do

• Perform advanced administrative tasks and organization to support all aspects of the academic mission: clinical, research, teaching. Typically provide support to multiple faculty and/or members of the team.
• Manage significant volumes of clinical care coordination and functions including intake, triage, communication, documentation and scheduling for patient families. Perform patient IP intake duties as needed.
• Key point of contact for patient MyCHOP messages, addressing administrative inquiries and triaging clinical questions.
• Key contact for and communication with/information retrieval from external customers inclusive of referring physicians, home care companies, outside hospitals, external labs, University contacts etc.
• Work closely with Social Work for adequate workflow of transfer patients Collect and communicate demographic and/or clinical information required for clinical service and/or medication authorization.
• Responsible for the IP referral duties with patient transfers throughout Cedar, IP; CIS; CSU units. Partner with clinical teams to ensure timely follow-up care for patients and to optimize schedules, fill rates and access.
• Use QGenda tool to book-out providers, modify schedules, request/release exam rooms, make service switches etc.
• Provide complex patient access services including scheduling appointments, check outs, sending documentation and contacting appropriate stakeholders. May provide guidance and support to Access Center schedulers.
• Respond to complex inquiries and assist stakeholders according to procedures.
• Responsible for initiation and/or tracking of important clinical and academic correspondence (ex. letters to referring physicians, letters of medical necessity, FMLA patient letters etc.)
• Assist with the maintenance of systems, procedures, and methods for record keeping and reporting. Design/implement organizational systems to support faculty and care teams.
• Provide administrative support and organization for faculty academic activities (ex. CV updating, FEDs, promotional dossiers, presentations etc.)
• Schedule and provide administrative support for complex meetings, interviews, committees, conferences. Maintain complex faculty calendars. Ensure meeting materials are prepared/distributed.
• Organizational support for complex travel, professional expense reimbursements, honoraria etc.
• Oversee office supplies for the department.
• Assist with new hire process and employee support including timekeeping; may include support for external observers, NTPs, rotators etc.
• Other duties and administrative support projects as required.

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• At least three (3) years Progressively responsible administrative support in an academic, ancillary or office setting Required

Skills and Abilities

• Basic knowledge of medical terminology and protocols (Required proficiency)
• Basic knowledge HIPAA regulations (Required proficiency)
• Intermediate proficiency with electronic medical record software (EPIC) (Required proficiency)
• Intermediate proficiency with word processing software (Microsoft Word) (Required proficiency)
• Intermediate proficiency with spreadsheet software (Microsoft Excel) (Required proficiency)
• Basic proficiency with presentation software (Microsoft PowerPoint) (Required proficiency)
• Excellent verbal and written communications skills (Required proficiency)
• Excellent interpersonal skills (Required proficiency)
• Excellent organizational skills (Required proficiency)
• Strong time management skills (Required proficiency)
• Solid conflict resolution skills (Required proficiency)
• Ability to maintain confidentiality and professionalism (Required proficiency)
• Ability to work independently with minimal supervision (Required proficiency)
• Ability to work with and relate to people at all levels (Required proficiency)

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, professionals working onsite-at any CHOP location, for any portion of time-must be vaccinated for COVID-19. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.