Program Coordinator - Concussion & Headache (Full Time, Days)

Job Summary

Responsible to provide program coordination of the Concussion and Headache Program, together with the Medical Director Neurologist of the Headache and Concussion Program, within The Neuroscience Institute. Performs patient and physician(s) flow coordination and operational support for the respective multidisciplinary clinics and administrative areas. Performs ImPACT Concussion Testing during / prior to clinics. Acts as resource for all clinic related questions, testing, scheduling, authorization, issues, etc. Responsible for all patient, family, and physician(s) questions and concerns. Leads all communications and documentation between medical practices and ancillary services. Coordinates and participates in school athlete baseline screenings, community educational events, and integrates with community organizations dedicated to this specialty Program's disease specific populations. Supports Program expansion and growth in our multiple service markets. 

Job Specific Duties

• Coordinates and participates in the Program's components including multidisciplinary clinics, school screenings, community events, and
• To commute to organized community events and community touch points opportunities.
• Coordinates adult transition, sends requests along with last clinic notes.
• Coordinates quarterly clinic flow meetings with all providers for each individual program.
• Obtains prior authorization from insurance companies for high-cost specialty drugs such as gene therapy drugs.
• Coordinates shipment of high-cost drugs from specialty pharmacies.
• Schedules EMG, NCV and Botox in MPS/Radiology.
• Schedules pre clinic huddles.
• Coordinates clinics schedule, confirms appointments and necessary testing (MRI, EEG, VEEG, etc.). Notifies stakeholders of practice schedule prior to clinic visit for insurances verification.
• Enters patient demographics and insurance information in the scheduling/appointment book of EHS with the preset criteria and appointment slots for each clinic.
• Obtains tests/visit authorizations and collects necessary information for appointment/admission. Distributes relevant medical data and follows up with clinical indications following medical review.
• Prior to clinic admission, e-mails parent questionnaire and asks for prescriptions and referrals. Follows up on MD approval for appropriate clinic visit and stores data/information into EHS.
• Coverage for authorizations\: Obtains authorizations of tests (EEG, EP, NCV, EMG, polysomnograms).
• Floats, covers, and provides assistance to department, other clinics, and staff members when needed or requested by leaders.
• Arranges support groups for various clinics (Neuromuscular, Spasticity) and partners with team to ensure parental involvement.
• Orders supplies for the different Neuroscience specialties.
• Registers patients on clinic day; activates accounts, controls physician/patient flow to assert patient was seen by an MD, and confirms all other MD appointments/visits. Follows up on all MD visits.
• Ensures patient flow is maximized to meet service standards. Performs service recovery when applicable to maximize patient and family satisfaction.
• Coordinates in advanced with each specialty to assure (on clinic-day) patient is seen by all providers. Keeps teams informed of changes to the schedule.
• Coordinates patient discharge after clinic. Inputs & updates information in EHS. Transmits clinic consensus to MDs & other consultants treating the patient. Provides follow up appointments & testing.
• Accountable to produce correspondence including\: accommodation letters, school letters and documentation for physical and occupational therapy.
• Arranges end-of-clinic consensus meetings and/or support groups with different disciplines (food/speakers if needed). Archives data for future retrieval long-term care.
• Participates in Lean initiative to improve processes for opportunities to deliver higher quality, cost effective care, with greater customer service, & which impact can be measured by way of metrics.
• Utilizes Lean methodology to improve the family experience in the Brain Institute. Actively involved in continuously improving the patient experience and service recovery process.

Minimum Job Requirements

• Associate's Degree in Liberal Arts, Sports, Business, or Healthcare  
• 2-4 years of program support experience in a healthcare environment or athletic training setting
• Bilingual in English and Spanish required

Knowledge, Skills, and Abilities

• Bachelor's Degree preferred
• Athletic Trainer - ATC preferred
• Knowledge of ImPACT Concussion Screening or able to become proficient within initial 90 days under Medical Director's instruction
• Experience with planning community and / or school events preferred
• Proficiency in Microsoft Office including Power Point and Excel
• Knowledge of HIPAA requirements and patient information
• Knowledge of Lean principles and methodology
• Electronic Health Systems (EHS) experience
• Medical insurance and billing experience
• Ability to learn new software application
• Excellent communication, customer service skills, and phone etiquette
• Excellent time management and ability to meet deadlines
• Able to adapt and react calmly under stressful conditions
• Abilities in prioritizing, successfully handling multiple concurrent tasks
• Able to work effectively in a team environment
• Excellent attention to detail
• Strong problem solving skills