Centura Health Office Coordinator II - G.I. Lab in Denver, Colorado

Located in central Denver’s historic Washington Park residential neighborhood, associates at Porter Adventist Hospital enjoy beautiful surroundings, leading technology, outstanding leadership and easy access to everything great central Denver has to offer. As a full-service Magnet® designated, 368-bed acute-care referral center specializing in behavioral health, cancer care, joint replacement, spinal care, advanced robotic surgery and organ transplantation, Porter Adventist Hospital treats some of the region’s most complex medical cases and surgery patients. Our Heart and Vascular Institute is the first and only program in Colorado to receive full Heart Failure Accreditation status from the Society of Cardiovascular Patient Care. We have also received numerous awards and honors including: The Healthgrades Patient Safety Excellence Award (2014); top 50th orthopedic program ranking by U.S. News & World Report with high performing honors in eight specialties (2014); an “A” rating from the Leapfrog Group for Patient Safety (2014), as well as many others. The Porter tradition of blending science and spirit began more than 75 years ago by Denver businessman Henry Porter with his generous donation after he experienced care at a Seventh Day Adventist Facility in CA and sought to bring that same philosophy of care to Denver. If you are ready for a career where the work you do truly transcends the walls of a hospital, we invite you to learn more at: http://www.porterhospital.org/

_Job Description/Job Posting ID: 130359_

_Recruiter Contact:_ MikalaFord@centura.org

_Clinic/Department:_* 7232 PAH G.I.LAB *


_Schedule:_ Full Time

_Shift:_ Days

_Job Summary_

Provides administrative support, and unit clerical and customer service support to the department to facilitate quality of patient care. Responsible for directing, implementing and coordinating GI Lab and Minor Procedure Scheduling. Coordinates information between physicians, staff, patients, families, other departments, other hospitals/surgical centers and physician’s office staff. Provides further clerical and scheduling support by completing post procedural data, case logging, entering patient charges and completing data reports. Works closely with the IT department and the scheduling system company to ensure the maintenance of the scheduling system. Requires knowledge of hospital operations, organizational procedures and personnel policies, and continuous use of technical or business vocabulary. Works with people from a wide range of background and perspectives. Performs tasks with great attention to detail and at a fast pace. Requires strong/positive telephone and customer service performance.

_Minimum Education Requirements_

  • High School diploma or equivalent

_Minimum Experience Requirements_

  • Medical Terminology, clerical skills, basic computer skills


  • N/A

_Essential Job Functions_

Effective Unit Administration

  • Independently prioritizes tasks and maintains an uncluttered work environment

  • Addresses work issues with a sense of ownership, responsibility, flexibility and continuous improvement.

  • Serves as receptionist for the department, greeting patients and visitors to the department.

  • Responsible for all incoming phone lines, handles numerous specialty calls. Answers telephone in a timely manner.

  • Communicates with physicians, patients, family members, and visitors in person or via phone; handles or routes requests to the appropriate resource in a competent, caring manner.

  • Maintains adequate office supplies and coordinates office machine maintenance

  • Provides basic computer training and information orientation to unit staff

  • Performs routine clerical functions – typing, filing, logging, copying, reporting and other duties as required

  • Provides support related to department financials by entering all patient charges accurately and in a timely manner – includes all surgical charges.

  • Responsible for verifying patient charges.

  • Completes data reports. Is accurate and timely in computer entry and running of reports.

  • Responsible for reporting monthly surgical/patient volumes in a timely manner

Efficient Clerical Facilitation of Patient Care Activities

  • Communicates and collaborates with others in a direct, respectful and effective manner to facilitate caregivers in their delivery of quality and cost effective patient care.

  • Reviews scheduled procedures and anticipate issues that will require follow-through.

  • Assists in preoperative admission activities for patients as necessary, i.e., escorting patients into preop hold area, assisting patients onto gurney and giving initial instructions, e.g. changing into gown, etc.

  • Maintains current patient record to ensure availability of accurate patient information and facilitate quality care.

  • Accurately enters physicians' orders and alerts appropriate staff to foster timely, effective patient care

  • Updates physician standing order sheets as needed.

  • Orders diagnostic/lab tests accurately and in a timely manner – prioritizes and coordinates activities.

  • Coordinates with other departments (e.g. dietary, x-ray, ultrasound, ECG, Respiratory) in providing efficient patient care, obtaining necessary reports, films, etc. as requested

  • Contacts vendor representatives as needed, i.e., AICD patients if applicable

  • Completes computer and paperwork on shift

  • Accurately logs patients and charges

  • Follows up with bed assignment, MD calls, etc. without being reminded

  • Facilitates communication between family members and clinical staff regarding patient’s perioperative status.

Maintains Complete Records

  • Assembles chart packets and forms, coordinating admission clerical tasks.

  • Maintains thorough and confidential patient charts and records.

  • When requested, assists nurses with chart completion prior to collation and processing of medical record. Assists with coordinating discharge clerical tasks.

  • Completes post-procedural case logging (via computer entry) – accurately and in a timely manner.

Efficient Clerical Facilitation of Surgical Scheduling Activities

  • Possesses the professional qualification, education, and knowledge needed to address the clinical issues affecting and encountered when scheduling surgical procedures.

  • Schedules procedures in an effective manner, utilizing resources available and keeping delays to a minimum.

  • Makes sound judgment in scheduling procedures taking into consideration the procedure, surgeon’s average time, requirements and historical data and room turnover time.

  • Adjusts procedural room schedule according to written guidelines and communicate changes to physician’s offices and others as appropriate.

  • Demonstrates knowledge of medical terminology used in scheduling surgical procedures and knows what the procedure entails, to include the time, equipment, and supplies.

  • Accurately schedules physician office requests. Obtains pertinent information needed to properly schedule procedures, preventing delays and equipment conflicts. Alerts appropriate staff to foster timely, effective patient care.

  • Communicates with charge person when ordering of specialty non-stock supplies is required.

  • Acts as resource person for patients and physician’s office staff in regards to their concerns and questions about the surgical procedure, taking action and/or referring them to appropriate resources.

  • Makes sound judgment when scheduling complex, highly technical and/or exploratory procedures that may require extra time; staff; equipment or be a potential for medical complications and create delays in the schedule if not properly scheduled.

  • Obtains correct information including all pertinent patient data to include but not limited to insurance verification, pre-certification numbers, birth date, etc.

  • Demonstrates the importance of quality and integrity of captured patient information with regards to patient confidentiality.

  • Represents the department and hospital when performing duties and maintains skills to serve in public relation role.

  • Demonstrates knowledge and an understanding of the business aspects of the scheduling procedure to meet the patient, physicians, and systems needs.

  • Maintains schedule/scheduling system. Ensures schedule is up-to-date with no conflicts. Edits information, corrects errors in data entered by others as detected. Notifies appropriate personnel/departments about changes/add-ons.

  • Prints preliminary and final schedule on a daily basis; makes copies and distributes as appropriate.

  • Prints preference cards / pick lists from computer for add-on cases and distributes to appropriate staff. Replaces missing cards/lists when needed, per staff’s request

Demonstrates Professionalism and Sound Critical Thinking

  • Demonstrates clinical, ethical and legal professionalism.

  • Independently plans, organizes and prioritizes own tasks and responsibilities to ensure optimum support to the department – handles multiple tasks and fluctuating volumes/activities.

  • Utilizes all work time productively and efficiently without direct supervision.

  • Adept at problem solving. Gathers appropriate data on a situation, analyzes the data, reaches a logical conclusion and makes corrective actions through appropriate channels.

  • Adapts to changing technologies, policies, regulations, census and staffing.

  • Represents and supports hospital issues and initiatives in a positive manner demonstrating a willingness to facilitate change.

  • Promotes teamwork and harmony.

  • Demonstrates the ability to communicate effectively. Keeps an even temperament, uses tact, sensitivity and sound judgment at all times.

  • Greets all internal and external customers in a polite, friendly manner: In person and on the phone. Consistently demonstrates a positive attitude in all encounters.

  • Maintains open communication and an effective working relationship with physicians and their office staff, accommodating their needs in a helpful, professional manner.

  • Demonstrates skills and knowledge needed to anticipate needs of the patient being scheduled for surgery. Keeps receiving units, surgery, and anesthesia informed of patient needs.

  • Maintains open communication with staff and clinical coordinators in the department in regards to surgeon requests and the availability of equipment and medical supply needs.

  • Maintains open communication and an effective working relationship with clinical coordinators, managers, nursing and medical directors of surgery/ ophthalmology, and communicates problems and concerns to them.

  • Maintains confidentiality.

Promotes Own Professional Growth and Development

  • Enhances professional growth and development through participation in educational programs, current literature and in service meetings in order to remain current in knowledge and skills (as related to the dept clinical specialty).

  • Turns in self evaluation and development plan based on goals/intentions for the year.

  • Actively participates in meetings, problem solving activities, and conflict resolution for the department.

  • Participates in QI projects in area of expertise.

  • Attends 75% of staff meetings per year.

Important notification to applicants as of Nov. 20, 2014: Effective Jan. 1, 2015, Centura Health will no longer hire tobacco users in Colorado and Kansas. The change to our policy does not apply to associates hired on or before Dec. 31, 2014. Centura Health is an Equal Opportunity Employer, M/F/D/V.