Program Management Coordinator

Job Responsibilities

Logistics : Coordinates and schedules all logistics related to the assigned program i.e. meetings, conferences, conference calls, and other appointments. May take and transcribe meeting minutes and distribute accordingly. Coordinates and maintains area calendars. Coordinates travel arrangements (including international), conferences, meetings and reimbursement expense reporting. May set-up and manage call schedule and / or coordinate meetings with other departments / divisions, national or international experts. Places orders for materials, distributes resources accordingly, and monitors budget for funded projects. Facilitates grant applications within group, providing support for timely submissions in conjunction with research. Provides manuscript and reference support, including use of electronic resources (PubMed, EndNote etc.) and may provide support for transformational projects. Acts as a liaison between all clinical staff, business personnel and billing / coding personnel with regard to appropriate documentation, treatment planning and procedural modifications. Organizes and administers other program specific responsibilities such as the maintenance of patient records, electronic systems, and files. Assists with program budget, account payables, and account receivables.

Administrative Support : Coordinates and provides administrative support for all matters related to the assigned program. Supports the preparation, organization and submission of reports, clinical communications, and presentations. Maintains effective and timely communication with other institutions, physicians, and collaborating divisions. Ensures appropriate operational information regarding programs is communicated to appropriate staff. May assist leadership and other staff in assessing program needs and establishing long range goals. Participates and coordinates projects which assess, develop or implement initiatives of the assigned program. Ensures appropriate operational program information is communicated. May provide training to new employees and oversee students, and other learners. May represent the area at meeting. May coordinate with inpatient and outpatient groups. May coordinate intake and effect triage of both complex referrals and inpatient / outpatient referrals. May work with local Children Service workers, Foster Care providers, Educations Services and IEP support. May coordinate transportation services for families to Day Treatment and out-patient services.

Customer Service : May serve as a resource in appointment setting and follow up to accommodate the needs of the patient and family. Communicates work flow suggestions / concerns and helps provide resolution to maximize efficiency. Provides support, assistance, problem solving and information to parents and professionals. Ensures reasonable scheduling of routine clinical flow, consultations, and referrals facilitating any ancillary issues, facilitating emergency inpatient or outpatient scheduling / performance / reporting. Works with internal departments (i.e. such as Nursing, Social Work, Neurology, Clinical Concierge and Call Center) to insure timely services sensitive to family and travel needs. Provides support for disseminating patient chart information. Anticipate needs, and facilitate solutions to patients and families issues in collaboration with both clinical and non-clinical personnel. May initiate appropriate triage of referrals for timing and additional subspecialty consultation in conjunction with supervising physician. May oversee intake and distribution of consultation requests for both inpatient and outpatient consultations for the program.

Indirect Patient Care : Supports clinical program operations and activities, but doesn't directly deliver quality care for our patients and families. Keeps accurate records on patients and / or program operations. Facilitates patient ca