Join our award-winning team at University of Washington Medical Center (UWMC). Among the top medical centers in the United States, and ranked as the number 1 hospital in Washington State, as rated by U.S. News & World Report 2019-2020 "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UWMC is operated by the University of Washington (UW) and serves as a training site for UW’s School of Medicine.
The University of Washington is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. As an employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please click here..
The UWMC Cardiac Transplant Department has an outstanding opportunity for a Program Coordinator (Full-Time, Day Shifts). The Program Coordinator coordinates the operation of a specialized or technical program: Post Heart Transplant Program. Under general direction, performs work using knowledge and experience specific to the post heart transplant program. Exercises independent judgment in interpreting and applying rules and regulations. Independently advises patients, staff, program participants and/or the public regarding program content, policies, procedures and activities; selects/recommends alternative courses of action and have extensive involvement with patients, staff, the public and/or agencies in carrying out program activities, and coordinate, schedule and monitor program activities to determine consistency with program goals.
DUTIES AND RESPONSIBILITIES:
Coordinates and schedules extensive diagnostic tests and consultative appointments necessary for post-transplant care, including independently prioritizing the needs of program clients, and coordinates post-transplant ambulatory (outpatient) continuum of care for heart transplant patients:
•Interact 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: radiology, pulmonary function testing, cardiology testing and multiple consultations with multidisciplinary team members such as social work, nutrition and surgery. •Report 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. •Prepare 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. •Order interpreter and arranges for translation of correspondence as needed. •Responsible for facilitating post-transplant ambulatory continuum of care steps under direction of RN and/or MD after transplant discharge from hospital initial post-op clinic appointment throughout the patient's life post-transplant, and including: test, procedure and appointment scheduling, outgoing referrals and coordination of care with PCP/cardiologists and other specialists' offices, and completion of missing outside provider documentation. •Contact various departments to schedule program tests; completes necessary requisitions and consults at UWMC and/or outside facilities including EPIC order entry. •Manage referrals by entering referrals, providing records, and following up to ensure completion of referrals. •Demonstrate proficiency in tracking and scheduling post-transplant patient appointments including diagnostic and laboratory studies. •Demonstrate proficiency in tracking and scheduling pre-transplant patient appointments including diagnostic and laboratory studies in order to provide back-up support for the pre-transplant team.
Management of patient files: •Coordinate 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, cardiologists’ offices and other medical facilities. •Receive outside laboratory results on heart transplant patients undergoing serial laboratory monitoring per their treatment plan. Ensures these results are delivered to MD, RN or appropriate team member in a timely fashion to facilitate decision regarding next phase of care to be coordinated. Facilitates delivery of copy to RN for review as a backup 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. •Utilize electronic tool (i.e. 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 or if encountering difficulties scheduling within requested timeframe. •Maintain transplant charts in up-to-date and organized fashion including sending records for scanning into EMR, filing or scanning 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.
Participates in on-going process improvements, maintenance and development of routines, standards and goals: •Facilitate process improvement recommendations and implementation of solutions including the interface between the Electronic Medical Record (EMR or EpicCare) and the Transplant database (MAX) regarding documentation necessary to meet regulatory guidelines and to minimize duplicative steps in current workflow processes. o Assist with updating post-transplant patient education material, based on knowledge specific to post transplant program and input from heart transplant care team. o Help 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. •Recommend alternative courses of action. •Promote the program with outside organizations. •Help to develop specific routines, standard and goals, and determine variance, which may include but are not limited to the following: o Assist physicians and nursing staff maintain systems to safely manage patients during the post-transplant phase of care, including updating demographic information and scheduling required tests and appointments. o Develop letters to communicate common patient issues that involve compliance and continuity of care.
Participate in the preparation and maintenance of data: •Complete approximately 700 regulatory forms, each with between 35 to 50 data points, to UNOS website to maintain timely compliance with transplant regulations. •Ensure that required information on each patient is entered into transplant database (MAX) and/or EMR to monitor clinical outcomes. •Effectively utilizes the EpicCare electronic medical record as well as transplant database (MAX)and inpatient medical record (ORCA).
Support heart transplant service activities: •Attend heart transplant team meetings and other meetings as required. •Work with nurses, physicians, program coordinators, patient services specialists, medical assistants, patient care coordinators and other departmental staff members on various projects. •Generate specific reports as requested by physicians and nursing staff. •Use word processing, graphics, statistical, spreadsheet and/or data base software. •Direct the work of others, such as student assistants or volunteers. •Provide coverage for other team members. o May make public presentations related to program specialty. •Perform related duties as required.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.