Lung Transplant Program Assistant

The intensive and long-term follow-up aspects of the Transplant Program will require the Program Assistant to become an integral member of the transplant team. Therefore, outstanding interpersonal skills, and strong oral and written communication skills are required. They must demonstrate the ability to prioritize and meet multiple short- and long-term goals in a setting of frequently unscheduled demands and patient needs. Flexibility, excellent judgment, and the ability to work independently are required. Must be able to function well under stress, and to interact effectively with patients and their families.

Referral Management

Managing organ referrals is very important in the Transplant Centers including being the first point of contract for patients and or referring MDs. This includes managing organ referrals and referring physician communication patterns. Leading initiatives to advance access and continuously engage our referring physicians. This role streamlines how our patients flows through the referral process to a scheduled/inpatient evaluation.

Waitlist Management

To work closely with the nursing team to help prepare patients that are currently on the wait list. This may include monthly meetings and coordinating additional test or imaging along with clinic visits to provide a clinical update to the care team. Managing tasking tools or epic reports to continue the care during the waitlist phase and help to ensure regulatory alignment.

Overall dutie

• Schedules pre-transplant and post-transplant visits to the Lung Transplant clinic. Schedules all necessary consults, diagnostic tests, transplant visits and procedures according to guidelines. Organizes all tests and consult notes for review by Lung Transplant team.
• Schedules and coordinates post transplant visits and procedures.
• Collaborates with post transplant nursing team to ensure all post transplant visits are scheduled efficiently and appropriately.
• Maintains clinic and OR procedure schedules, shares communication weekly of upcoming procedures with the team.
• Confirm that the upcoming clinics are all set, review the DAR and make edits as you see fit.
• Provides and organizing communication of post transplant patients while in Spaulding Rehab, works closing with Lung Transplant Flow Manager and Team Lead.
• Communicates with other departments and outside facilities as necessary to coordinate post transplant visits as directed by the nursing team.Acts as the liaison for post transfer of care.
• Provides administrative support to lung transplant nurses including, but not limited to, fax triage, placement of telephone calls to patients, laboratories and referring providers. Documents telephone encounters and enters staff messages in Epic as appropriate.
• Scans data into Epic to facilitate all of the above tasks.
• Point person for all post transplant patient request sends appropriate message to Lung Transplant team via Epic staff message or email.
• Ability to work in a fast-paced environment, multitask and work under pressure and full completion and follow-through of tasks.
• High level effective communication with the Lung Transplant team across all phases
• Ability to answer calls in a semi-call volume setting works in team office setting.
• Ability to cross cover in all phases of Lung Transplant.
• Participates in referral management process as cross coverage.
• Obtains insurance approval for lung transplant clinic visits when necessary. Due to the varying and constantly changing requirements of each insurer and "Center of Excellence" networks, must maintain competency in this area.
• Gathers and organizes all clinical information related to transplant patients. Interacts with the Lung Transplant data analyst as necessary.
• Provides information that is requested by insurers and patients including, information for lung transplant approvals, all disability requests, and medical record requests.
• Participates in and schedules transplant team meetings. Collates and distributes written minutes of Lung Transplant meetings as needed.
• Communicates with patients and referring physicians to facilitate the above, and to answer questions related to the administrative processes in the Lung Transplant Program.
• Trains in other administrative tasks related to the functioning of the Lung Transplant Program. Members of the Administrative Coordinator team (pre- and post- transplant) will provide assistance/cross-coverage for all programmatic administrative tasks as needed. Maybe asked to provide coverage for other organ programs as needed.
• Works closely with Transplant providers, nursing, financial coordinators, and support staff to ensure upcoming visits are all set.

Administration

1. Send out patient and care team letters in a timely manner.
2. Set up and or assist with program meetings as needed.
3. Attend, take minutes and take attendance for the program selection meetings as needed.
4. Participate in all staff meeting to share details with staff pertaining to your purview.
5. Put together onboarding material for new hires.
6. Obtains all necessary medical records and places all necessary orders in conjunction with the Nurse Coordinator(s).

Other

• Participates in quality assurance and process improvement projects as appropriate.
• Develops letters, presentations, announcements, and other written communications as appropriate; all documents must be of the highest caliber of refinement and professionalism.
• Participates in relevant special projects.
• Consistently meets all deadlines for deliverables or activities as established by the Service Line Leadership and hospital policies and standards.
• Performs other duties as assigned and/or required.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

1. A broad and thorough knowledge of:

a. organizational and management theory and practice

b. strategic plan and implementation

c. information systems (i.e. EPIC modules, Windows applications, spreadsheets, PowerPoint etc.)

2. Strong communications and leadership skills.

3. Ability to focus detailed, concentrated effort to multiple projects and re-establish priorities as necessary.

4. Ability to effectively respond to time sensitive issues.

5. Demonstrated ability to manage programs within the context of a large medical center and health care delivery system.

6. Ability to work effectively in a team and multi-disciplinary environment.

Qualifications

QUALIFICATIONS:

• High school diploma or GED required; post-high school education preferred.
• Minimum one year of applicable work experience required.
• Additional training in office systems preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Knowledge of practice operations and standards.
• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Ability to use phone system (answer and screen calls, put on hold), answer routine questions, and give routine information.
• Ability to interpret information as appropriate, answer routine questions in the most professional manner, and communicate in a professional, courteous, clear, and concise manner.
• Ability to manage work processes in a neat and orderly way and to sort and alphabetize.
• Ability to manage multiple tasks effectively, follow established protocols, and work within systems.
• Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo, or interoffice note) and to take complete and accurate messages.
• Ability to type and enter data at an entry level. Entry level understanding of applicable systems.
• Understanding of the appropriate use and importance of related forms.
• Basic understanding and use of medical terminology.
• Basic comprehension of insurance types and referral process.
• Basic comprehension of registration and fiscal information.
• Knowledgeable and compliant with all hospital, State, and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.

WORKING CONDITIONS:

Hospital based ambulatory practice. Normal patient environments where there are some exposures to communicable diseases, unpleasant odors, needle, and blood products.

• Works in an office setting, hybrid module.

• Is available for early and late meetings and flexible to meet frequent deadlines.

HOSPITAL WIDE RESPONSIBILITIES:

Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.

EEO Statement

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.