Proposal coordinator h1.location_city

Department Overview

The Division of Cardiothoracic Surgery is organized into three sections: adult cardiac surgery, general thoracic surgery and pediatric cardiac surgery. Faculty members in each of these sections are experts in their field and specialize in the surgical treatment of advanced heart and lung disease. They work in conjunction with the OHSU Division of Vascular Surgery, as well as the Knight Cancer Institute, the Knight Cardiovascular Institute and Doernbecher Children's Hospital to provide comprehensive care. Active in research as well as education, the Division of Cardiothoracic Surgery sponsors both a residency program and a cardiothoracic surgery fellowship program.

Function/Duties of Position

• Coordinates and schedules clinic appointments and surgeries for the Division of Cardiothoracic Surgery. Liaison between OHSU and our partner hospitals. Uses their systems to schedule and coordinate surgeries between multiple locations outside of OHSU. Work from the clinic and surgery scheduling work queues to schedule patients for consultations, office visits, surgeries, and post op appointments. Maintains a master surgery schedule for both the OR and clinic procedures. Schedules OR time with surgery scheduling office and schedules admitting reservations with the Hospital Admitting Office. Coordinates pre-op needs with patients and physicians prior to surgery date. Informs administrative and physician staff about prior authorizations and prepayments. Assist in gathering and/or verifying patient information including demographics, insurance coverage, and financial status. Enter all information accurately into Epic. Follow-up on pending authorizations for upcoming surgeries. Arrange and order associated clinical, diagnostic, or laboratory services when necessary. Direct patients to appropriate providers for other care issues. Functions as liaison between Cardiothoracic Surgery and other Department of Surgery divisions and OHSU Departments - this involves coordinating the scheduling of surgery.
• Obtains clinic referral / authorization and prior approvals for surgery as needed. Screens incoming patient referrals and interviews the patient and/or patient representative (family member, referring physician, etc.) as needed. Obtains all insurance and / or financial information prior to scheduling surgery date. Counsels patient regarding the Division's financial policies. Assures that the appropriate waivers are signed. Works closely with the primary care physician, clinic, and insurance company to obtain prior authorization. Assures that appropriate ICD10 and CPT codes are input on the surgery-scheduling sheet as needed for prior authorization. Acts as liaison between patient, clinic, and the insurance company.
• Personnel Coordination: Assists manager with interviewing, hiring and training PAS trainees, specialists and floats for surgery scheduling. Orients new employees and arranges for training. Monitors timely completion of training requirements. Assists supervisor in preparation of Standard work SOPs and Job breakdown sheets.
• Provides back-up/vacation coverage for the other PAS positions as needed (managed care, and surgery and clinic scheduling)
• Other clerical, clinic, and office duties as assigned by the Manager or Division Manager.
• Clinical Service Resource: Shares PAS expertise, especially pertaining to practice surgery coordination, to other division resources within the Department of Surgery and institution. Serves as expert in iQue and Epic functionality and other integrated care coordination.

Required Qualifications

• Two years of front-line clerical experience in a clinical setting with direct patient contact. Experience must include scheduling of appointments and may require experience obtaining managed care authorizations (dependent on position description). Preference given to candidates with knowledge of OHSU's PAS policies and procedures, with completed PAS training and core competencies, and with previous PAS experience

Preferred Qualifications

• Bachelor's degree
• Experience with financial counseling and collecting co-insurance upfront from patients
• At least two years of recent experience with high volume direct patient contact in a fast-paced clinic environment.
• Previous working experience with high volume multi-line phones.
• Managed care experience, previous experience scheduling patient appointments and one year of surgery scheduling experience are required.
• Working knowledge and understanding of medical terminology. Regular and reliable attendance.
• Demonstrated excellent verbal and written communication skills; professional appearance, strong customer service skills. Must be flexible and a team player. Windows applications, on-line scheduling, and accurate spelling skills are required.
• Epic, iQueue, Enterprise Imaging, Outlook, Box, Teams

Additional Details

• Schedule: 8:30 a.m. to 5:00 p.m., Monday through Friday. May occasionally be required to arrive early or stay late to accommodate clinic operations, patient care, physician needs, or workload demands.
• Location: Remote work flexibility is subject to operational needs. On-site presence may be required to support training of new staff or other in-person operational activities.
• This position requires sitting for extended periods (at least two hours at a time) and continuous use of computers and multi-line telephones throughout the workday. Must be able to lift and carry up to 25 pounds. Requires clear and professional verbal communication, patience, and sensitivity to customer needs. Must be able to manage competing priorities and the needs of multiple internal customers in a fast-paced environment.

Why apply to OHSU?

We are Oregon's only public academic health center.

In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.

All are welcome.

OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply.

To request reasonable accommodation, contact askhr@ohsu.edu