Administrative Coordinator, Addiction Treatment (IMPACT)

Department Overview

The Improving Addiction Care Team (IMPACT) is a hospital-based addiction care team that meets and engages patients during a reachable moment of hospitalization, initiates and coordinates addiction care, and supports linkages to community care for substance use disorders (SUD).

 

The Administrative Care Coordinator, working as a member of the interdisciplinary team, provides assistance and support to IMPACT. This position functions under the direct supervision and management of the IMPACT Operations Manager and the IMPACT Medical Director. Clinical care coordination activities are related to  care coordination,  authorization for medications for addiction treatment, social services and other post-acute care needs, and general administrative support and project management for IMPACT.  Effectiveness in the role requires strong written and verbal communication, accountability, reliability, punctuality, anticipatory planning, and ability to track and execute multiple tasks.

Function/Duties of Position

Care Coordination:

• Partners with IMPACT (physicians, nurse practitioners/PAs, social workers, and peers) and clinical partners to coordinate post-hospital substance use treatment and discharge plans.
• Identifies appropriate post-acute and community-based treatment resources, including opioid treatment programs (OTPs), buprenorphine clinics, primary care, outpatient mental health services, and other post-hospital resources and support.
• Serves as a liaison to hospital and community care settings and organizations to facilitate timely and appropriate transitions of care.
• Coordinates and completes all IMPACT-related post-discharge arrangements and referrals, including:
• Transmitting clinical, referral, and discharge information via phone, fax, electronic systems, mail, or other required methods.
• Obtaining patient signatures for Releases of Information (ROIs) and sharing required documentation across systems and care settings.
• Prepares and submits letters of medical necessity when required.
• Collaborates with inpatient and outpatient teams to identify and resolve barriers to placement, treatment access, and continuity of care.

Program operations and administrative support:

• Provides administrative support for process improvement and other meetings, including developing agendas, tracking follow-up items, taking and distributing notes, and scheduling support.
• Proactively manages timelines and team meeting cadences.
• Creates and maintains forms and databases as needed.
• Maintains and updates a comprehensive inventory of community treatment providers, referral pathways, access requirements, and agency-specific processes.
• Develops, maintains, and updates electronic health record (EHR) dot phrases, templates, and related documentation tools to support consistent care coordination and discharge planning workflows.
• Participates in orientation and onboarding of new employees.
• Performs core functions of the Administrative Coordinator role, including scheduling meetings with individuals and groups and managing calendars.
• Attends meetings with team members to provide updates and ensure patients are receiving care in a timely and continuous manner.
• Performs other administrative duties, as assigned, to support IMPACT and IMPACT team members.

Billing, insurance, and reporting:

• Works with IMPACT leadership and providers to optimize billing and Partners with CCO/ Medicaid payers to track and collect case rate
• Communicates with hospital financial services (HFS) about need for insurance enrollment
• Length of stay reporting/data extraction

Required Qualifications

• Four years of general office or secretarial experience; OR 
• An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR 
• A Bachelor’s degree and two years of general office or secretarial experience; OR 
• An equivalent combination of training and experience.
• Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.
• Note:  Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.  Contact Compensation for confirmation of eligibility. 

Preferred Qualifications

• Demonstrated excellent written and verbal communication skills.
• Attention to detail.
• Ability to prioritize tasks based on urgency, and to complete tasks in a timely manner.
• Must be flexible, self-motivated, proficient at multitasking, accus