PSYCHIATRIC TEAM COORDINATOR

SEARHC is a non-profit health consortium which serves the health interests of the residents of Southeast Alaska. We see our employees as our strongest assets. It is our priority to further their development and our organization by aiding in their professional advancement.

Working at SEARHC is more than a job, it’s a fulfilling career. We offer generous benefits, including retirement, paid time off, paid parental leave, health, dental, and vision benefits, life insurance and long and short-term disability, and more.

This position is responsible for coordinating administrative support activities and care coordination within the local psychiatry care team consisting of physicians, advanced practice providers, nurse care managers and other behavioral health staff.  This position is also responsible for all department administrative and clerical duties, including registration and scheduling to assure seamless care, communication, and coordination of services for patients and the local psychiatry medical team.  The individual works closely with the team to meet the daily demand of patient requests and needs that occur during and outside of a provider visit.

Must utilize sound judgement to support patient psychiatry referrals, outreach, and coordination of care to maintain patient safety and service quality.  Decisions must be made with weighted consideration and awareness of the impact that they have on patient care, outcomes, and flow.

This position requires excellent organizational and prioritizing skills, consistent proactive attention on a positive patient experience, the ability to answer, screen and assist with highly sensitive patient phone calls, and collaborating with all interfacing staff and referral sources.

• Assists the care team in coordinating safe, timely, effective, patient-centered care.
• Acts as a communication portal between patients and the psychiatry care team to improve access, quality, and safety.
• Coordinates, and tracks patient referrals including initiating, tracking and completing prior authorizations.
• Participates in departmental and clinical improvement efforts.
• Maintains a clean and safe working environment for self, staff, and patients, and maintain compliance with annual competencies.
• Communicates detailed information clearly, concisely, assertively and in a timely manner
• Answers incoming phone calls, demonstrates exceptional phone etiquette and directs phone calls appropriately.
• Communicates detailed information clearly, concisely, assertively and in a timely manner
• Manages voicemail messaging system with proper delegation of patient needs/tasks
• Assures patient reminder systems are accurate and functioning (e.g. Well App)
• Maintains and carefully monitors patient scheduling
• Reviews provider schedules in advance to assure efficient and timely access to care, minimizing no-shows and cancellations
• Prepares patient files as needed for provider appointments
• Prioritizes work to assure deadlines are met and facilitates team/patient flow
• Utilizes Electronic Health Record and/or other HIPAA compliant messaging systems to communicate promptly with appropriate team members
• Works closely with nurse care manager and medical team to assure refills are processed efficiently
• Assists with patient referrals to external and internal sources
• Interacts, communicates, and collaborates with team members to maximize group effectiveness
• Collaborates with internal and external health records departments to request documents and scan patient health information between internal and external sources
• Facilitates patients to properly complete appropriate healthcare documents and paperwork
• Maintains confidentiality following SEARHC policy and HIPAA Regulations
• Conveys healthcare information to patients following HIPAA regulations and as deemed appropriate by the provider and nurse care manager
• Sends/receives faxes and/or emails and distribute timely to the appropriate team member
• Mails correspondence as directed by the team
• Assure necessary supplies are stocked for team
• Performs other tasks delegated by the Office Manager to balance workflow processes.

Education/Experience:

• Associate’s degree or 2 years of college in social services, healthcare administration, business administration or related field. 4 years of relevant healthcare experience may be exchanged for a degree or collage course work.

Knowledge, Skills and Abilities:

Knowledge

• Knowledge of electronic appointment management
• Knowledge of multiline phones/fax machines and office equipment

Skills

• Excellent customer service skills when interacting with patient and team
• Good communication skills both verbal and written
• Computer skills (e.g. Microsoft products or equivalent)

Abilities

• Ability to prioritize work assignments and accomplish the quality and quantity of work expected within set time limits
• Ability to handle, with courtesy and tactfulness, a wide variety of public/team interactions
• Ability to work as an integral part of a team