Care Coordinator, Neurology

Department Overview:

This position serves as a Care Coordinator for Department of Neurology within the Comprehensive Epilepsy Center, as well as provides cross coverage for other neurological subspecialties. The OHSU Epilepsy Clinic is a specialized team of Doctors, Advance Practice Professionals, Nurses, and Medical Assistants who care for and manage patients with complex, often intractable, epilepsy. The OHSU Epilepsy Clinic is a part of the larger OHSU Epilepsy Center, which offers a state\-of\-the\-art epilepsy monitoring unit, comprehensive surgical planning and treatment for medically intractable epilepsy, and the most experience in Oregon for minimally invasive epilepsy surgery and implantable devices for non\-resection surgery

The Care Coordinator plays a critical role in supporting the clinical care team by handling non\-RN responsibilities such as order entry, medication refills and authorizations, patient education, and coordination of labs and appointments. Through proactive communication with patients and care teams, the Care Coordinator helps ensure continuity and quality of care. This role performs a wide range of clinical, administrative, and technical tasks to support seamless patient care across the department. It also serves as a key liaison between services including laboratory and imaging, specialty and primary care, durable medical equipment, and ensures appropriate communication of care plans clearly to patients and their representatives.

Function/Duties of Position:

Patient Management

• Responsible for coordinating and managing the non\-RN 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, medication refills, and providing non\-RN 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, provider, and RN or resident.

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. Including, connecting with the pharmacy to ensure necessary medications are available prior to patients’ admission.
• Works with care facilities, OHSU mission control and PMC to ensure that protocols are being followed for institutionalized and special needs patients.

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.
• When need, works with patients, caregivers, and family members for patients’ medications and applying for assistance when requested.
• Responds timely to voicemails, email messages, and fax communications.

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 as appropriate.
• Initiates and implements processes to facilitate continual improvements related to data collection.

Other

• Other duties as assigned.

Required Qualifications:

Three years’ experience in a hospital or hospital based clinic setting, AND

High School diploma or equivalent, AND

Positions with in person patient care: BLS certificate within 30 days of hire or prior to independent practice, whichever comes first, 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.

Additional Details:

• Monday – Friday 8am\-4:30pm. This is a hybrid position with work being completed on campus within the Center for Health \& Healing Building 1, Marquam Hill and remote work.
• Department of Neurology Clinical Operations Hours: Monday – Friday 7:30am – 5:30pm
• Department of Neurology Locations:
• Center for Health \& Health, Building 1, 8th Floor
• Hatfield Research Center, 13th Floor
• Hybrid position, 10\-20% of time remote, after completion of probationary period with the remainder on site primarily at the South Waterfront.
• Ability to alternate between various work sites, depending on the departmental needs. .
• Able to prioritize tasks.
• May be exposed to body fluids, tissue, and infectious processes.
• Able to multi\-task with frequent interruptions and frequent changes and fluctuations.
• Able to sit for extended periods of time with extensive computer work.
• Able to utilize office equipment within work area, including computer, soft phone, smartphone.
• Comfortable working in a shared office environment.
• This position requires intervals of walking significant cumulative distances.
• Standing for long periods of time and bending.
• Ability to lift or help position (using correctly learned body mechanics) patients weighing up to but not limited to \>200lbs with or without assistance.
• Ability to use the senses of seeing (including color vision ability), hearing, touch, and smell to make correct judgements regarding patient conditions and safely administer care.
• Use of all the hospital approved clinical equipment.
• Significant use of computers, copiers, multi\-line phone system, and fax.
• Must be able to sit for long periods of time.
• Typing/computer work for long periods of time.

Why apply to OHSU?: We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti\-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu