Associate Program Manager, Peds Developmental Medicine

Discover Vanderbilt University Medical Center:  Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of diverse individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization:

Developmental Medicine

Job Summary:

The Associate Program Manager will support TEIS (TRIAD Early Intervention Services) and will be responsible for providing customer service, including telephone etiquette, scheduling of appointments, processing insurance updates and conducting patient check in/out. The position will plan, develop and execute ongoing program(s) that impacts a significant segment of the organization under occasional guidance. In addition, this role will also provide administrative support of an area's activities with occasional guidance.

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Duties for this role include but are not limited to:

Subject Appointment Coordination

· Calling and directing patients to appropriate departments

· Listening to patients and directing calls to the appropriate person, taking accurate messages with appropriate detail when needed, and following appropriate steps to forward calls to the answering service at the end of each day

· Scheduling, confirming, and checking in patient appointments with providers

· Verifying demographic & insurance information via open-ended questions: Name-Accuracy and Spelling SSN Address Phone-Work and Home Employer Insurance Information Emergency Contact Information. If insurance has changed, updating the registration.

· Scanning insurance cards; Obtain card(s) from patient or guarantor and scan (if new or not in the chart), using designated device; Rank each card as primary, secondary, or tertiary.

· Responding to patient or other requests for medical record copies

· Contacting Developmental Therapists for telehealth pre evaluation paperwork

· Ensuring incoming patient & referring MD appointment requests are scheduled according to clinic standards.

· Ensuring tests, procedures & outgoing referral MD appointment requests are scheduled according to clinic standards.

· Ensuring reports are mailed out to patients in a timely fashion

Data, Referral and Materials Management

· Submitting referral authorizations and insurance verifications

· Submitting internal referral requests

· Managing an internal reference database

· Scanning and uploading other items as needed into the medical chart

· Creating and maintaining Outlook Teams calendar events for department staff.

· Monitoring and managing communications that come in via fax and Epic Message Basket

· Entering TEIDS notes for telehealth evaluations

· Submitting and monitoring external payments for services (not in Epic)

· Monitoring REDCap data for Early Intervention (EI) CAPSS, ensuring pre and post processes are accurate and complete

· Updating and maintaining accurate EI CAPSS waitlist

· Administrative oversight of the creation, coordination and execution of key parts of multiple programs

· Placing requisition orders in workday for office supplies/protocols

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

Organizational Impact: Delivers job responsibilities that impact own job area/team with some guidance. Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement. Breadth of Knowledge: Requires subject matter knowledge within a