Admin & Clinical Services Coordinator -Provider Support & Scheduling Coordination

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A Brief Overview
This role supports our department of Gastroenterology, Hepatology and Nutrition. This role serves as the primary contact for divisional Non-Par scheduling, bump list management, Second Opinions for Motility and Gen GI, as well as select procedure scheduling and oversight of key GI-related work queues. It ensures efficient scheduling workflows, clear communication, and timely follow-up with families, providers, and care teams. The position requires strong organizational skills and close collaboration with providers, nurse navigators, and administrative staff to support both patient-facing and provider-facing needs. Additionally, the coordinator contributes to process improvements that enhance scheduling accuracy, continuity, and the overall patient experience.

What you will do

Non-Par Scheduling

• Serve as the primary contact for all expedited provider-requested Non-Par visits.
• Schedule appointments in alignment with established Appointment Request workflows.
• Partner with provider support staff to ensure accuracy, timeliness, and continuity throughout the scheduling process.
• Monitor and resolve work queue issues related to the Non Par process.

Bump List Management

• Lead coordination of appointment adjustments resulting from provider cancellations.
• Notify families of cancelled visits and assist with rescheduling or direct them to the Access Center when needed.
• Document communications in Epic and escalate cases requiring clinical triage or urgent review by routing detailed messages to the provider team pool.

Second Opinions - Motility and Gen GI

• Collaborate with the Nurse Navigators to coordinate Second Opinion scheduling.
• Schedule visits for providers after documentation and record review is completed.
• Facilitate coordination with additional specialties, including Behavioral Health and Nutrition, when indicated.
• Communicate scheduling updates and directives to the broader care team.

Administrative Team Collaboration

• Serve as a scheduling point-person within the administrative team, sharing best practices and providing coverage support as needed.
• Maintain strong communication with providers, nurse navigators, and Access Center staff to ensure smooth daily operations.
• Contribute to process improvements that enhance scheduling efficiency and improve the patient and family experience.

Breath Test Scheduling Support

• Provide back-up support for Breath Test scheduling, when needed.

Other duties as assigned.

Key Competencies

• Patient-Centered Service: Provides empathetic, clear, and timely communication to support families through the scheduling process.
• Collaboration: Works effectively with providers, nurses, and administrative colleagues to meet shared operational goals.
• Adaptability: Responds professionally to schedule changes, urgent needs, and shifting priorities.
• Accountability: Completes tasks accurately, on time, and in accordance with established workflows and expectations.

Education Qualifications

• High School Diploma / GED - Required
• Bachelor's Degree - Preferred

Experience Qualifications

• At least three (3) years Progressively responsible administrative support in an academic, ancillary or office setting - Required

Skills and Abilities

• Basic knowledge of medical terminology and protocols (Required proficiency)
• Basic knowledge HIPAA regulations (Required proficiency)
• Intermediate proficiency with electronic medical record software (EPIC) (Required proficiency)
• Intermediate proficiency with word processing software (Microsoft Word) (Required proficiency)
• Intermediate proficiency with spreadsheet software (Microsoft Excel) (Required proficiency)
• Basic proficiency with presentation software (Microsoft PowerPoint) (Required proficiency)
• Excellent verbal and written communications skills (Required proficiency)
• Excellent interpersonal skills (Required proficiency)
• Excellent organizational skills (Required proficiency)
• Strong time management skills (Required proficiency)
• Solid conflict resolution skills (Required proficiency)
• Ability to maintain confidentiality and professionalism (Required proficiency)
• Ability to work independently with minimal supervision (Required proficiency)
• Ability to work with and relate to people at all levels (Required proficiency)

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.