Office Coordinator II - Outpatient Access

SHIFT:

Seeking Breakthrough Makers

Children's Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.

At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career.

CHOP does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.

A Brief Overview
This role provides advanced administrative and secretarial support.

Responsible for coordination of complex schedules. Works independently on routine issues. Explains policies/procedures. Thinks critically about the order and resource allocation between tasks to increase productivity and efficiency. May provide assistance to lower-level employees. Seasoned employee that is able to address complex scenario. Thinks critically about the order and resource allocation between tasks to increase productivity and efficiency.

What you will do

• Serves as the in-person check-out scheduling coordinator, with a primary focus on fellows' clinic follow-up appointments.

• Acts as the primary point of contact for fellows regarding outpatient clinic scheduling and related coordination.

• Manages and maintains fellows' clinic schedules, ensuring accuracy, appropriateness, and feasibility.

• Proactively reviews attending provider schedules and follows up to resolve discrepancies or scheduling errors as needed.

• Functions as the on-site resource for clinic schedulers requiring assistance with fellows' clinic scheduling.

• Contacts families requiring follow-up appointments who did not complete scheduling at check-out, utilizing the Epic Follow-Up Work Queue generated from After Visit Summary (AVS) follow-up instructions.

• Perform advanced administrative and patient support functions, including call triage, complex scheduling, check-out coordination, documentation, and responding to stakeholder inquiries in accordance with established procedures.

• Manage records, systems, and administrative processes, including charts, correspondence, reporting, record-keeping methods, and ongoing maintenance of departmental workflows.

• Provide comprehensive administrative support for departmental operations, including meetings, calendars, interviews, presentations, supply management, new hire onboarding support, and timekeeping, with flexibility to support additional projects as needed.

Education Qualifications

• High School Diploma / GED Required

Experience Qualifications

• At least three (3) years of administrative experience in office and clinical setting Required

Skills and Abilities

• Intermediate knowledge of administrative and office management processes, procedures, principles and best practices
• Basic knowledge of medical terminology and protocols
• Basic knowledge HIPAA regulations
• Intermediate proficiency with electronic medical record software (EPIC)
• Intermediate proficiency with word processing software (Microsoft Word)
• Intermediate proficiency with spreadsheet software (Microsoft Excel)
• Basic proficiency with presentation software (Microsoft PowerPoint)
• Excellent verbal and written communications skills
• Excellent customer service skills
• Excellent interpersonal skills
• Excellent organizational skills
• Strong time management skills
• Solid conflict resolution skills
• Ability to maintain confidentiality and professionalism
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.