Endoscopy Operations Coordinator

JOB DESCRIPTION

The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands, and work environment conditions. Position descriptions are reviewed and revised to meet the changing needs of the organization.

TITLE: Endoscopy Operations Coordinator

JOB OVERVIEW: This position provides administrative support and coordination to the Endoscopy department. Key responsibilities include developing and managing physician endoscopy block schedules, coordinating with clinic schedulers to optimize physician schedules, and performing pre-procedure patient communications. Perform daily charge capture and send out operative reports to referring providers, coordinate staff call schedules and support staff meetings, assisting with dictation on staff/UBC meetings. Responsible for a wide range of administrative duties.

DEPARTMENT: Endoscopy

WORK HOURS: Typically, Monday - Friday; Hours may vary to meet departmental needs.

REPORTS TO: Manager, Endoscopy

PREREQUISITES:

• High School Diploma or equivalent (G.E.D) required. College degree preferred.

• Minimum of two (2) years of recent experience in an endoscopy clinic setting using a computer-

based practice management system required.

• Proficiency with PC software applications including Microsoft Office Word, Excel, Outlook, Epic Scheduling and Optime.

QUALIFICATIONS:

• Ability to prioritize tasks and delegate duties.

• Proven analytical skills in problem solving techniques.

• Proven commitment and achievement to continuous improvement in processes and systems.

• Detail oriented and accurate in output.

• Comprehends, executes, acts, and directs independently and timely.

• Effective interpersonal skills in a diverse population.

• Interacts in a friendly, professional manner with a wide range of patients, operations staff, physicians, and other departments.

• Demonstrated ability to manage multiple tasks and demands given tight time constraints while ensuring a high degree of accuracy and attention to detail.

• Proven integrity with the ability to handle confidential and sensitive information.

• Ability to provide high quality service which meets and exceeds the needs of external and internal customers.

• Proven effectiveness in verbal, electronic and written communication with the team, department, and other customers.

• Proficient in utilizing varying computer tools and software including multiple monitors for workflow management, scanning and faxing equipment, EMR, multi-line telephone software systems and Microsoft office software.

UNIQUE PHYSICAL/MENTAL DEMANDS, ENVIRONMENT AND WORKING CONDITIONS:

See Generic Job Description for Administrative Partner. Ability to use a computer for extended periods of time. Must be able to stand or sit for extended periods. Ability to consistently remain calm, professional, and composed during all interactions. Ability to function effectively in a fast-paced environment while managing multiple tasks and frequent interruptions.

PERFORMANCE RESPONSIBILITIES:

• Generic Job Functions: See Generic Job Description for Administrative Partner.

• Essential Responsibilities and Competencies:

• Maintains positive relationships and effective communication with local referring offices, provider offices, and other community Endoscopy programs to ensure patient safety and quality of care.

• Maintain all provider Endoscopy schedule templates. Recommend changes to maximize patient scheduling efforts and operational efficiency.

• Act as liaison for the patients, visitors, and staff by addressing concerns, providing appropriate resolution and follow-up, and coordinating with leadership to escalate and communicate issues, as necessary.

• Anticipates and communicates future schedule gaps, block deficiencies, and concerns to leadership in a timely fashion.

• Facilitates billing complaint resolution. Refers patients to appropriate resources for resolution when appropriate. Identifies gaps in resolution process and report to leadership.

• Writes and assists with the development of training materials for patients and staff as requested.

• Participates in Leadership meetings, manager meetings and staff meetings as requested.

• Participates in and facilitates regulatory and accreditation audits as requested.

• Problem solves with Endoscopy Charge Nurse to resolve daily operational issues.

• Participate in new technology workflow meetings as requested.

• Coordinate all Endoscopy scheduling with block schedule, provider, anesthesia and staff, scheduling per department protocols/anesthesia guidelines.

• Ensure coverage for scheduled procedures (procedure room, anesthesia, provider, staff).

• Document per procedural template requirements, gather pertinent information, and enter data into computer while talking with callers.

• Follow Direct Access criteria for eligibility of patient.

• Maintain accurate detailed records in EMR of all patient encounters.

• Maintain accurate detailed records in EMR of all patient procedures (charge capture).

• Communicate instructions with Direct Access patients. Confirm appointments one week prior.

• Follows double booking workflows and monitors endoscopy schedules.

• Filter referrals and schedule pH and Mannometry patients.

• Order and maintain supplies for the Endoscopy Department.

• Implements change management theory through process improvement initiatives in the Perianesthesia Division: Endoscopy Services.

• Responsible for organizing and prioritizing work as outlined in department standard workflows.

• Other duties as assigned.

Date Created:

Revised: 8/19, 1/26

Grade: NC03

FLSA: NE

Cost Center: 7025

Job Qualifications:

PREREQUISITES:

• High School Diploma or equivalent (G.E.D) required. College degree preferred.

Minimum of two (2) years of recent experience in an endoscopy clinic setting using a computer-based practice management system required.

• Proficiency with PC software applications including Microsoft Office Word, Excel, Outlook, Epic Scheduling and Optime.