The Care Coordinator II performs a clinical role that is vital in support of the work of RN coordinators and licensed independent practitioners (LIPs) through independently performing a variety of clinical, administrative, patient experience and technical functions. Care coordination is the task of bridging gaps between facilities, specialists, labs, community resources, and primary care.

 

The Center for Women’s Health is a Center of Excellence in Women’s Health Care. This position will work in the Fertility Division working with RN’s/Providers to help ensure coordinated care for the Women seeking Fertility support.

•  Patient management
  • Responsible for coordinating and managing the nonnurse aspects of the patient’s clinical care process. Reviews the plan of care to ensure it is being executed correctly. Works with the provider in clinic by providing support with order entry, AVS preparation, and medication refills, and provides nonnursing support and education to the patient and family and caregiver. Coordinates labs and scheduling orders per delegation protocols or care plan or verbal orders and follows up with patient to communicate appointment time. Monitors the Epic in basket for messages and refill requests that need attention from the patient, providers, and RN coordinator or fellows. Handles messages and initiates authorizations and refill requests within scope of boundaries as outlined for medical assistants. Assists with preparation for daily “numbers” meeting by collecting data and results in preparation for the meeting.
• Care coordination
  • Ensures patients and/or caregivers follow through with outside referrals to specialties, labs and diagnostic imaging. Coordinates hospital admissions and ancillary services needed for continuation of care and health maintenance needs. Works with care facilities, OHSU mission control and PMC to ensure that protocols are being followed for institutionalized and special needs patients. Schedule patient appointments, triage patient questions, coordinate visits of local, as well as international and other distant patients. Create treatment calendars according to MD/RN instructions. Assist RN’s with prep for treatment starts including IVF screening. Facilitate communications between patient and the clinical team, manage documents, forms, and faxes, request and review medical records. Prepare and send orders for outside laboratory and clinical testing. Obtain out of town patient results and input to patient chart for physician review. Maintain, distribute and update patient packets. Responsible for ensuring that all criteria and appropriate screening has been met prior to initiating a treatment cycle. Educate patients on screening procedures, per protocols.). Communicates directly with potential egg donors, active/accepted donors, and with staff and faculty - in person, via email or Epic, and on the phone. Using a defined set of criteria, the Coordinator will be able to review completed applications and distinguish women who would make good candidates for egg donors. The Coordinator must possess strong interpersonal and communication skills needed to promote the program and recruit the best donor candidates possible, and communicate effectively with those who fail to qualify. The Coordinator also works with patients to help them choose a donor from current “pool” of egg donors to use for IVF. Coordinates any follow up needs for the donor and recipient, and provides routine task delivery and service to egg donors, gestational carriers, and intended parents, consistent with the care philosophy of the University Hospitals and Clinics and University Fertility Consultants (UFC). This position serves as the donors and recipients main point of contact throughout the entire IVF cycle. Of particular importance is the ability to provide consistent and outstanding customer service to these patients, encouraging consistency and excellent coordination of care. 
• Communication
  • Provides program information and education to patients, caregivers family members, and referring providers’ office staff. Participates in multidisciplinary patient conferences, providing information on patients’ status to support decision making related to patients’ process. Acts as communication link with providers, referring providers, inpatient teams, and own clinic. Provides accurate patient information. Responds timely to voice mails and email messages based on priority of patient process. Attends department team meetings as appropriate. Prioritizes and responds to patient questions via MyChart, phone, email and fax in regards to scheduling and care issues with scope. Escalates all issues outside scope as appropriate. Answer incoming calls and correspondences and triage as appropriate. Retrieve voicemails, write messages and document in patient chart. Schedule patient appointments and send reminders as needed. Work cooperatively with IVF Procedure Coordinator, other IVF Coordinators, and fertility laboratory staff.
• Documentation/Data management
  • Documents legibly, concisely, correctly and completely to ensure team can accurately assess the status of patients’ progress. Uses approved clinical resources and follows procedures appropriately. Participates as assigned with database input. Monitors department tracking tools and provides providers with real-time updates as appropriate. Initiates and implements processes to facilitate continual improvements related to data collection. Responsible for accurate reporting and review of SART data, including follow-up with patients on pregnancy outcomes.

• 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 (RMA.)
• 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 headlines. 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.

• 6 years Medical Assistant Experience.
• Two years’ Experience in a Women’s Health Clinic.
• One year of work experience in a women’s health medical office setting, including high volume direct patient contact in both front and back office.
• Epic IHR.
• Experience working with an electronic medical record system.
• Bilingual.

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 aaeo@ohsu.edu.