Department Overview

This is a clinical role that is vital in supporting the work of the nurse coordinators and 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 case-loads, working with the providers on clinic day by providing clinical support with order entry, coordination of appointments for pre-transplant and post-transplant appointments and procedures to a specialized patient population. This position reviews patient records with the provider in order to provide coordination of the patient needs during clinic visit and through the episode of cancer treatment. The incumbent takes direction from nurse coordinators 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 clincal care process.Works with the provider and nurse coordinator by providing support with order entry, leave paperwork, PA's, referrals and provides non nursing support and education to the patient and family. This incumbant follows up with patient to communicate referral, lab, imaging, procedure appointment time and location. Monitors the Epic inbasket for messages that  the patient, providers, and handles messages within certification scope. Provides education and document in patients encounters.
• Care coordination - Ensures patients follow through with outside referrals to other specialties, labs and diagnostic imaging. Assists with orders and coordination of care with external organizations and keeps clinical team updated on status or potential barriers through documentation.
• Communication -   Provides program information and education to patients, family members, and referring physician office staffs. 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 turn around time for response.  Attends MD/department team meetings as appropriate.
• 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 or checklist 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 referrals, ensure patient results and orders are completed, monitored and updated in EPIC. Attends weekly huddles with providers to develop and review plan of care with care team. Ordering and scheduling external ancillary services, labs, referrals, procedures 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 

Current BLS certification at hire, 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 works in an extremely fast-paced and hectic environment with many interruptions, multiple demands, and conflicting priorities. This position works with people at all levels of the organization and interacts with numerous internal OHSU departments and external customers (referring physician offices). The office setting is small relative to the number of staff using it. It creates the need to be able to deal with phone noise, many simultaneous conversations and frequent interruptions. Work schedule is five days a week; 8 hours per day.
• 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.

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or [email protected].