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FERTILITY NEW PATIENT COORDINATOR
Job Title: FERTILITY NEW PATIENT COORDINATOR
Job Code: 4651
FLSA: N
Job Level: D1
Revised Date: 05/15/2024
Supervisory Responsibility:
General Description of the Job Class
Duties and Responsibilities of this Level
Plan, coordinate and participate in the implementation of the new patient onboarding program, specific to Duke Fertility Center, including but not limited to:
Oversee complex process often requiring multiple calls to the patient, referring physician, previous facilities/providers to request records and record review with the clinical team.
Independently determine appropriate providers and type of appointments needed for all new patients. Register and schedule all new patients (and their partners, where appropriate) with great attention to detail, utilizing scheduling guidelines to ensure accuracy and appropriateness. Pair partners or other applicable third party contributors in our fertility EMR (BabySentry). Appointment coordination is necessary as many fertility patients will see multiple providers on their first visit, need diagnostics and additional visits such as genetics. This is identified prior to the patient coming for the first time. This work must occur in a stepwise fashion to ensures smooth transitions and minimize disruptions for new patients accessing Duke.
Educate patients on their upcoming fertility journey along with expected milestones.
Ensure accurate insurance information and collect appropriate fees, when applicable.
Coordinate patient medical records efficiently and thoroughly. This will entail assisting the patient with HIPAA release forms, obtaining said records, labelling the records and scanning them into the patient???s chart. Conduct review process for all new patients to ensure all records are complete and accurate in a timely manner. Work closely with the Service Access Nurse to identify gaps in documents or previous testing.
Ensure patients have completed all required steps to move into the next phase of their journey.
Triage incoming onco-fertility patients and assist in prompt scheduling (within 24-48 hours).
Identify additional support services the patient may require such as the Pregnancy Loss Support Group, Fertility 101, EngagedMD education modules or a referral to the psychology team.
Coordinate and/or participate in daily/weekly new patient review meetings with the service access nurse.
May train employees in proper methods and procedures and ensure correctness of work.
Advise supervisor as to the status of the efficacy of the new patient onboarding program and make recommendations for solutions to problems identified.
Organize, develop and participate in community outreach events.
Provide input and insight to our Patient Experience and Work Culture Committee.
Required Qualifications at this Level
Education
Work requires a business or health background generally equivalent to a bachelor's degree.
Experience
2 years' experience in a health care or health care scheduling position and 3 years of relevant work experience (call center, health care scheduling, financial clearance, customer service, education) required with no degree or an equivalent combination of relevant education and/or experience. -OR-
With Bachelor's Degree, 1 year relevant work experience in a health care or health care scheduling position.
Degrees, Licensure, and/or Certification
N/A
Knowledge, Skills, and Abilities
Distinguishing Characteristics of this Level
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
