Food Room Coordinator (Administrative Coordinator)

Department Overview

This position positively promotes the mission of MMG and OHSU by administratively supporting the Metabolic Genetics program and ensuring patient access to services of the Metabolic Food Program (aka Food Room). The position manages the food inventory, orders and stocks products, obtains insurance authorizations, dispenses and ships products to patients, and coordinates with clinicians and managed care to maximize insurance coverage for medical foods and metabolic formulas. Medical supervision is provided by registered dietitians, nurse practitioners, and metabolic physicians.

The position provides high-quality customer service to both external (patients, parents, referring physicians, insurers) and internal customers (other healthcare providers and departments) that meets or exceeds the service standards of the health care industry, and handles complaints and problems promptly and courteously. Carries out job responsibilities in an ethical, effective and professional manner. Reports potential compliance problems using the reporting processes outlined in OHSU's Code of Conduct. Participates in training programs and attends educational sessions for ongoing professional development as required by the University.

Function/Duties of Position

Medical Food Inventory

• Processes patient orders for medical foods, supplements, and formulas, which are received by phone, walk-in, and computer (medical chart).  
• Packages food products and prepares for UPS shipping; maintains on-line UPS shipping system and shipping records as per pertinent department and institutional policies.   
• Maintains computerized medical food database and inventory as per pertinent department and institutional policies.
• Enters and submit appropriate charges for dispensed products twice per week.  
• Reconciles sales daily including dropship orders from external vendors as well as shipped to patients from the room.
• Performs inventory assessments on at least a monthly basis, reconciling medical food database with stock on hand. Significant variances in inventory are flagged and reported to supervisor for review. Ensures appropriate levels of stock are available and rotates stock. Orders and receives all food products from vendors, which includes both database entry and stocking of items on shelves in the metabolic food room.
• Creates multiple requisitions in Oracle for product orders. Tracks and receives all product shipment in Oracle system. Monitors all invoices for products received to ensure that all items in the metabolic food database have current, accurate pricing. Enters and tracks product sales and refunds on medical food database/list.
• Performs at least biannual inventory reconciliation with administration. 
• Communicates with Business Office on inventory, refunds and self-pay sales. Audits case conversion file twice per year and during any product changes.
• Updates min and max quantities in APEX at least quarterly. Completes APEX order entry and inventory upkeep on an ongoing basis. Continues APEX training on an ongoing basis.
• Evaluates inventory for expired, damaged or discontinued goods continuously.

Authorization & Registration

• Obtains or confirms current patient registration and insurance information and enters information as appropriate for all food program operations.  
• Ensures all patient specific data in databases related to nutritional therapy, including specific diagnosis and ICD 10 code, are current and accurate.
• Maintains current information on managed care, OHP and commercial insurance plans relating to authorization and precertification requirements and on benefit coverage. 
• Obtains authorizations from managed care insurers, DMAP, OHPs, and commercial insurance plans for medical foods and metabolic formulas. 
• Assists with authorizations for durable medical equipment (DME) companies as needed based on patient’s insurance.
• Serves as a liaison and patient advocate to insurers for questions regarding medical necessity for medical foods. 
• Meets with all new patients and families to discuss specific information regarding their insurance coverage of medical foods and metabolic formulas, and the operation of the metabolic food program.  Provides counseling to any patient or family with concerns regarding their insurance coverage for medical foods and metabolic formulas.
• Provides treatment information (with consultation from dietitians and other clinic providers) as requested by health plan reviewers and medical directors for clarification of medical necessity issues.

Metabolic Program Support

• Maintains and disseminates metabolic formulas samples to patients (as instructed by dietitians) and inpatient nutri