Program Coordinator

Job Description

The Pediatric Care Center has an outstanding opportunity for a Program Coordinator to join their team. 

About this Opportunity

The Pediatric Care Center at UWMC Roosevelt provides primary care to patients in the greater Seattle Area.  This clinical site has 12 faculty, 8 Registered Nurses, 5 Medical Assistants, 2 lactation consultants and 3 members of a Behavioral Health Program.  The clinic is the largest site for UWMC School of Medicine/Seattle Children's Pediatric Residents to complete their requirements for primary care.  The clinic hosts 36- 39 residents annually.  In addition, the Pediatric Care Center is home to the Center for Adoption Medicine and Pediatric Allergy. 

The Center for Adoption Medicine was started in 1998 in response to the growing demand for specialized care of internationally adopted children.   At that time, close to 30, 000 orphans from overseas were entering the United States annually.  The Center for Adoption Medicine is one of only 10 clinics in the country who specialize in this unique service and is considered a leader in the field. 

The Program Coordinator is the primary family pre-adoption coordinator for the Center for Adoption Medicine. The coordinator manages patient and family adoption visits and billing compliance. In addition, the program coordinator manages the UWMC Pediatric Care Center clinic faculty scheduling, templating in epic and Amion, tracking faculty FTE for incentive and coordinating with the nursery schedule, liaison with the Seattle children's GME office for resident scheduling and templating. 

Key Responsibilities

Adoption Medicine Clinic program operations and compliance (50%) 

• Program coordination across all pre-adoption services and post-adoption initiation of care. 

• Public contact with adopting families, agencies, and professionals seeking adoption medicine advice. 

• Organize preadoption records from adoptive parents and agencies, including pictures and videos 

• Maintain correspondence and documentation with patients for MD's. 

• Coordinate MD support for update reviews and travel questions. 

• Patient registration, billing initiation and coordination with UW Billing for new charges and billing issues to maintain compliance 

UWMC Pediatric Care Center Clinic program operations and compliance (40%)  

• Schedules (12 attending faculty and 38 Pediatric Residents) 

• Create and input clinical deployment for clinical and teaching faculty annually. 

• Coordinate clinical deployment with other General Pediatric sites for faculty with multi-site deployment. 

• Track and Advise faculty on budgeted cFTE fiscal year status for hours and sessions. 

• Advise Medical Director of PTO requests, impacts if approved, relay approvals/concerns. 

• Maintain PTO calendar and enter dates into the schedule of record, Amion and Epic 

• Coordinate make-up clinics as necessary so clinical faculty reach hours targets. 

• Coordinate preceptor coverage such that teaching faculty reach session targets 

• Coordinate room use with external programs (e.g. Allergy). 

• Enter MD schedules into Amion (for room use count) and Epic (for scheduling pts ). 

• Seek creative schedule changes for faculty when room capacity is exceeded by resident assignments. 

• Enter resident schedules into Amion and Epic. 

• Coordinate with GME office and/or Executive Residents when resident schedules change. 

• Coordinate with clinic PSS staff for rescheduling of patients due to faculty or resident schedule changes. 

Amion  (5%) 

• Maintain the Department required schedule of record, Amion. 

• Maintain accurate records of MD's in clinic to maximize but not exceed room use capacity. 

• Reconcile Epic face-to-face hours to Amion reports monthly. 

• Report semiannual Incentive plan raw data to Department of Pediatrics clinical finance team for the Division of General Pediatrics incentive plan calculation. 

• Troubleshoot data questions from the Division of Pediatrics clinical finance