Responds to all requests for information regarding the Lung Transplant Program. Request are made by a variety of organizations and individuals including but not limited to referring physicians, insurers, prospective patients, the New England Organ Bank and UNOS (the United Network for Organ Sharing).
Enters and updates referral information into the Lung Transplant Database and Epic, including date of referral, demographics, and referring provider information, and additional information as needed. Interacts with the Lung Transplant database coordinator as needed to accomplish listed tasks.
Assists with collection of records and testing results needed for initial consultation and evaluation.
Serves as administrative point of contact to gather and organize all clinical information related to patients in the pre-transplant phases of transplant.
Prior to scheduling new patients for evaluation in the Lung Transplant Clinic, obtains all necessary information from referral source.
Schedules all new and follow-up visits to the Lung Transplant Clinic for patients in the pre-transplant phases. For potential transplant candidates, schedules all necessary consults and diagnostic tests required for evaluation. Organizes all tests and consult notes for review by the Lung Transplant team.
Schedules all necessary testing for maintenance on the waiting list or follow-up evaluation. Obtains results of testing performed at outside institutions for these purposes.
Communicates with patients and referring physicians to facilitate the above, and to answer questions related to the administrative process in the consultative and evaluative phases of contact with the Lung Transplant Program.
Assists with scanning of data collected into Epicto facilitate all of the above tasks.
Provides information that is requested by insures and patients for those in the pre-transplant phases of the process, such as information for lung transplant approvals, all disability requests, and medical record requests.
Organizes and participates in weekly transplant team conferences. Obtains all relevant medical information on patients that are being presented for consideration of candidacy.
Trains in other administrative tasks related to the functioning of the Lung Transplant Program. Members of the Administrative Coordinator team will provide assistance/cross-coverage for all programmatic administrative tasks as needed.
Participates in quality assurance and process improvement and other projects as appropriate.
Under minimal supervision, the Pre-Transplant Administrative Lung Transplant Coordinator (ALTC) ensures the smooth day to day administrative operation of assigned duties within the Lung Transplant program. The Pre-Transplant ALTC fields requests for program and process information from medical providers, insurers and prospective patients. The Pre-Transplant ALTC, in coordination with providers, schedules patients for initial and follow-up visits in the BWH Lung Transplant Center, and schedules/coordinates all associated transplant candidate appointments with other clinical services as directed. The Pre-Transplant ALTC helps maintain aspects of the Lung Transplant Database and list of candidate's status (location, priority status on organ bank list, etc.). When directed, the Pre-Transplant ALTC will assist the Lung Transplant Financial Coordinator to obtain insurance referrals and authorizations from primary care physicians and third-party payers. The Pre-Transplant Administrative Coordinator will work closely with the Pre-transplant Clinical Coordinator in the program, and the majority of efforts will focus on the pre-transplant phases of the transplant process. The administrative coordinator will cross-train on the additional services provided by the additional administrative personnel within the program and will coordinate administrative coverage needs with other administrative personnel. As an integral member of the Lung Transplant team, the Coordinator must be able to work independently and quickly, and exercise excellent judgment.
High school diploma or GED required; post-high school education preferred.
Minimum one year of applicable work experience required.
Additional training in office systems preferred.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Technical skills required:
Knowledge of practice operations and standards.
Understanding of procedures including filing, copying, scanning, printing, and faxing.
Ability to manage work processes in a neat and orderly way and to sort and alphabetize.
Ability to manage multiple tasks effectively, follow established protocols, and work within systems.
Ability to type and enter data at an entry level. Entry level understanding of applicable systems.
Understanding of the appropriate use and importance of related forms.
Basic understanding and use of medical terminology.
Basic comprehension of insurance types and referral process.
Basic comprehension of registration and fiscal information.
Knowledgeable and compliant with all hospital, State, and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
Hospital based ambulatory practice. Normal patient environments where there are some exposures to communicable diseases, unpleasant odors, needle, and blood products.
HOSPITAL WIDE RESPONSIBILITIES:
Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.
Brigham And Women's Hospital