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Care Coordinator

This is a clinical role that is vital in supporting the work of the nurse coordinators, nurse navigators, physicians, and Advanced Practice Providers within the Knight Cancer Institute through independently performing a variety of clinical administrative and technical functions. The Care Coordinator performs activities that are system-focused, ensuring the care is seamless across providers and the care continuum. Care coordination is the task of bridging gaps between facilities, specialists, labs, community resources, and primary care. This position coordinates and manages all the non-nurse patient caseloads, working with the providers and nurses, providing clinical support with order entry, coordination of appointments for pre transplant and post-transplant appointments, pre-consult, restaging, and procedures to a specialized patient population. This position reviews patient records with the nurse coordinator, nurse navigator, or the physician to provide coordination of the patient needs before and during the clinic visit and through the episode of cancer treatment. This position works in clinic for new patient record management sent via mail, including paperwork and uploading imaging from CDs. The incumbent takes direction from nurse coordinators, nurse navigators, and physicians, but must use independent judgement in implementation of those directions. The incumbent helps to build and maintain good working relationships with the internal institutional departments that provide services to the Knight Cancer Institute patients.

Function/Duties of Position

• Patient management - Responsible for coordinating and managing the non-nurse aspects of the patient's clinical care process. Reviews the plan of care to ensure it is being executed correctly. Works with the clinical team by providing support with order entry and provides non nursing support and education to the patient and family, preparing for first visit and subsequent care. Places lab and scheduling orders. Assists with uploading new patient records and imaging CDs that come via US mail. Works with nurse navigator and access liaison to ensure readiness of the new patient's record for the first consult. Monitors the Epic inbasket for messages that need attention from the patient, providers, and nurses and handles messages within certification scope. Assists in monitoring status of visit authorization.
• Care coordination - Ensures patients follow through with outside referrals to other specialties, labs and diagnostic imaging. Assists with monitoring for readiness for restaging appts. Coordinates hospital admission with inpatient and ancillary services.
• Communication - Provides program information and education to patients, family members, and referring physician office staffs. Participate in multidisciplinary patient conferences (as necessary by team) providing information on patients' status to support decision making related to patients' process. Acts as communication link with physicians, referring physician offices, inpatient team, and the Ambulatory Oncology clinic. Provides accurate patient information. Respond to voice mail and email messages based on priority of patient process but with no more than two-day turnaround time for response. Attends MD/department team meetings as appropriate. Triage and responds to patient question in Mychart, phone call, email, and fax in regard to scheduling or care issues within scope or escalate to RN. Use a script to contact new patients who live out of state, preparing them for the visit and what to expect for next steps.
• Documentation/Data Management - Document legibly, concisely and completely to ensure that others can accurately assess the status of patients' progress by reviewing that documentation. Use established checklists and sign-out procedures appropriately. Participate as assigned with database input. Monitors the active department tracking tools and provides real-time updates. Initiate and implement processes to facilitate new protocol implementation and tracking tools.
• Program Coordination - Responsible for tasks such as arranging satellite clinics, works with and RN to ensure patient results and orders are completed, monitored and updated in EPIC. Ordering and scheduling ancillary services and procedure and communicating to the patient.
• Other tasks and duties as assigned.

Required Qualifications

Three years' experience in a hospital or hospital based clinic setting, AND

High School diploma or equivalent, AND

Positions with in person patient care: BLS certificate within 30 days of hire or prior to independent practice, AND

One of the following four:

• Completion of a nationally recognized accredited medical assistant training program, including a practicum (externship) of at least 160 hours, OR
• Successful completion of a formal medical services training program of the United States Armed Forces, OR
• Current Oregon Emergency Medical Technician (EMT) license (basic or advance) and national EMT registration with the National Registry of Emergency Medical Technicians (NREMT), OR
• Current Oregon Practical Nurse License OR
• For dental school hires only as an alternative to qualifications 1-4: Completion of a Dental Assistant training program and successful completion of the DANB exam

For those completing medical assistant training or formal military medical services training as referenced above in #1 and #2, the following is also required (Those qualifying under the EMT or LPN or Dental Assistant qualification are exempt from this requirement.)

MA certification received from a nationally recognized and accredited certifying body, upon hire or by the completion of the probationary period or internal job change evaluation period, as appropriate. Currently, these include:

• The American Association of Medical Assistants (AAMA), awarding the Certified Medical Assistant (CMA.)
• The American Medical Technologists (AMT), awarding the Registered Medical Assistant (R.M.A.)
• The National Center for Competency Testing, awarding the National Certified MA (NCMA.)
• The National Health Career Association, awarding the Certified Clinical Medical Assistant (CCMA.)

Any applicable certifications or licensures must be maintained for the duration of employment.

In addition to receiving the appropriate certification noted above, Medical and Dental Assistants will be required to successfully demonstrate competencies prior to completion of probation or the internal job change evaluation period, as appropriate.

Ability to work independently and as a member of the team, including leadership.

Knowledge of patient flow and back office functions. Ability to effectively and efficiently perform chart scrubbing and panel outreach activities. Demonstrated strong analytic skills, including displaying and interpreting data. Proficiency with EPIC, Microsoft Office including Excel, Word and Power Point. Ability to manage time sensitive competing demands and meet deadlines. Working knowledge of medical terminology. Strong relationship building skills, excellent communication skills, exceptional customer service skills, highly sensitive to patient needs. Demonstrated knowledge and attention to the needs of Special Needs patients and their caregivers and families.

Preferred Qualifications

• Experience with Epic and Cadence (scheduling module).

Additional Details

• This position requires the ability to sit, stand, and walk quickly throughout the hospital campus buildings, and to walk back and forth from office to clinic many times each day. Heavy use of phone, OHSU laptop or desk computers, and OHSU's electronic medical record systems. Requires communication in a respectful, caring and non-judgemental manner.

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