Program Coordinator /Scheduler - Transplant Operations - UW Medical Center - Montlake

Job Description

UW Medical Center Montlake - Transplant and Hepatology has an outstanding opportunity for a Program Coordinator/Scheduler.

WORK SCHEDULE

• Full-time, 100% FTE (40 hours per week)

• Day Shift

• Mondays- Fridays

• No Telework/On-Site

DEPARTMENT DESCRIPTION

Located at UW Medical Center – Montlake, our Liver Transplant Clinic provides comprehensive pre- and post-transplant liver care based on pioneering research and the latest clinical protocols.

Our skilled, dedicated team includes transplant hepatologists, liver transplant surgeons, transplant infectious disease specialists, nurse coordinators, transplant social workers and dietitians — each with specialized knowledge about liver disease and transplant care.

We work closely with the UW Medical Center – Montlake liver transplant team to perform transplants using both deceased and living liver donors, both with excellent patient outcomes.

We provide expert pre-liver transplant evaluations for patients with serious liver disease. We also offer a liver transplant protocol for select patients with cholangiocarcinoma (bile duct cancer) and evaluate for multi-organ transplantation.

Our post-liver transplant providers deliver long-term compassionate care to our liver transplant recipients, including immunosuppression management and education on reaching and maintaining optimal health.

POSITION HIGHLIGHTS

• Conveniently located near public transportation
• Make a difference for the patients and employees we serve
• Opportunity to provide career growth

RESPONSIBILITIES 

Coordinates and schedules extensive diagnostic tests  and consultative appointments necessary for transplant evaluation and post transplant care or hepatology care, including independently prioritizing the needs of program clients, and coordinates ambulatory (outpatient) continuum of care for transplant and hepatology patients:

Interacts with providers, nurses and other team members to schedule all diagnostic tests as ordered by providers, and in a timely manner- including but not limited to: 24 hour urine tests, radiology, pulmonary function testing, cardiology testing and multiple consultations with multidisciplinary team members such as social work, nutrition and surgery.

Reports patient and/or family/caregiver concerns regarding medical, social, financial, psychological or cultural needs to MD/RN or appropriate transplant team member in order to facilitate the planning, personal comfort, or safety for the planned test or procedure.

Prepares schedule for diagnostic tests and clinic, plus interacts with patient and family/caregiver to provide necessary program instructions and to discuss itinerary of the diagnostic tests, consultative appointments, pre-test patient preparation instructions, and answer questions.

Responsible for facilitating transplant and hepatology ambulatory continuum of care steps under direction of RN and/or MD from initial referral to appointments, pre-transplant evaluation and waiting list phases of care and post transplant, including: test, procedure and appointment scheduling, processing incoming and outgoing referrals and coordination of care with PCP/specialists’ offices, and completion of missing outside provider documentation.

Contacts various departments to schedule program tests; completes necessary requisitions and consults at UWMC and/or outside facilities including EPIC order entry.

Manages referrals by entering referrals, providing records, and following up to ensure completion of referrals. Informs patients, providers and health care workers of the hepatology and transplant intake processes, protocols and activities. Facilitates physician review of referrals by completing screening sheets for providers. Serves as transplant and hepatology ambassador by personally responding to phone inquiries or rerouting misdirected inquiries to the appropriate party.

Demonstrates proficiency in tracking and scheduling for various areas of transplant and hepatology patient appointments including diagnostic and laboratory studies in order to provide back-up support for the team.

Coordinates the timely receipt and distribution to appropriate team member(s) of required items including but not limited to: patient forms, medical records, lab and diagnostic results from UWMC, primary care physicians’ offices, nephrologists’, hepatologists’, gastroenterologists’ or other specialist offices and other medical facilities.

Receives outside laboratory results on transplant and hepatology patients undergoing serial laboratory monitoring per their treatment plan. Ensures these results are delivered to MD, RN or appropriate team member in timely fashion to facilitate decision regarding next phase of care to be coordinated. Facilitates delivery of copy to RN for review as a back up in MD’s absence.

In preparation for return clinic visits, ensures that all appropriate medical records including but not limited to clinic notes/consultation reports, lab reports, radiology results, and pathology reports are obtained and provided for team members.

Utilizes electronic tool (such as EMR, Outlook calendar, transplant database) or other tracking system to ensure that tests, diagnostic procedures and consultative appointments are completed or rescheduled if necessary. Notifies MD/RN or appropriate team member of unusual delays in the completion of exams.

Maintains transplant and hepatology charts in up-to-date and organized fashion including sending records for scanning into EMR, scanning records into EMR directly ,filing reports and clinical notes, and filing correspondence and regulatory documents in timely fashion. Sends charts to archiving and/or medical records when deemed appropriate based on direction from RN/MD or program guidelines.

Helps to consistently assess processes and communicate observations, concerns and ideas to the Transplant Team in a timely and professional manner to maintain high standards of patient care.

Assists physicians and nursing staff maintain systems to safely manage patients before, during and after transplant, especially updating demographic information and scheduling required tests and appointments.

Effectively utilizes the Epic electronic medical record as well as transplant database component of Epic (Phoenix) and inpatient medical record.

• Attends care line and transplant meetings and other meetings as required.

• Works with nurses, physicians, program coordinators, patient services specialists, medical assistants, patient care coordinators and other departmental staff members on various projects.

Other assigned duties

REQUIREMENTS

High school graduation or equivalent

AND two years of experience in the program specialty

OR equivalent education/experience

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

ABOUT UW MEDICAL CENTER MONTLAKE

UW Medical Center is an acute care academic medical center located in Seattle with two campuses: Montlake and Northwest. As one of the top hospitals in Seattle and Washington State since 2012 (U.S. News & World Report) and nationally ranked in multiple specialties, UW Medical Center prides itself on compassionate patient care as well as its pioneering medical advances.

UW Medical Center is proud to be recognized with Magnet Hospital status by the American Nurses Credentialing Center. As a teaching hospital and research center, we're deeply committed to the enhancement of care for our patients-as well as the professional growth of our staff.

The UW Medical Center-Montlake campus is located on the edge of the beautiful UW campus which includes many amenities available to our staff as well as very convenient public transit options including the Sound

Transit’s light rail station across the street.

Excellence. Exploration. Education

 

 

Excellence. Exploration. Education.

Compensation, Benefits and Position Details

Pay Range Minimum:

$23.41 hourly

Pay Range Maximum:

$33.47 hourly

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

ABOUT UW MEDICINE – WHERE YOUR IMPACT GOES FURTHER 

UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. 

All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that includes: Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.