JOB DESCRIPTION FOR JOB TITLE:



ACCESS COORDINATORJob Code: 440089 FLSA Status: Non-Exempt Mgt. Approval: L. Werner Date: December 2019Department: Behavioral Health ServicesHR Approval: N. Lazaro Date: December 2019JOB SUMMARYThis position works with Behavioral Health and Department of Psychiatry leadership in coordinating and supporting planning, design, and process improvements related to access. The Access Coordinator supports the Behavioral Health leadership team in implementing the model of care, which includes the development and maintenance of all provider templates, facilitating data use and providing metrics reports, leading and supporting improvement efforts and facilitating relevant meetings. Other functions of this role include oversight for all scheduling workflows, coordination/development of physician-to-physician consult, and supporting the teaching and research missions while also ensuring the appointment access needed to build and maintain excellent working relationships with referring providers within and outside of UW Health. The Access Coordinator has key responsibilities related to the patient/family experience throughout the continuum of care. Ensuring a timely intake process and appropriate level of patient care for UW Health and referring provider requests are primary examples. This individual will work with Behavioral Health leaders to ensure that intake and follow-up schedules are “leveled” at all times. MAJOR RESPONSIBILITIESWorking with the Behavioral Health leadership team, identify, review, and prioritize opportunities to improve organizational efficiency and effectiveness, especially with regard to patient appointment scheduling.Establish, maintain, and train on workflows related to position control and implementation.Develop and maintain effective relationships with internal and external customers, assuring the highest level of support and service through optimum utilization of resources.Recommend alternative staffing patterns as necessary, taking into consideration budgetary constraints and performance requirements.Assist in preparing FTE requests, including analysis to determine need for positions and subsequent justification for new and replacement positions.Track established capacity measures and suggest improvements as needed.Apply expertise in schedule template builds and reviews, and assist other staff in learning this process. Develop, coordinate, and implement provider schedules with input from the Behavioral Health leadership team. Monitor existing templates and raise concerns or need for changes.Ensure policies and procedures are current, accurate, and understood by administrative staff when disseminating information. Serve as resource person and provide information to administrative staff and patients regarding insurance, including Quartz, and other HMO systems. Manage and participate as an active member of department committees (e.g., practice management, management team improvement, data monthly meetings, etc.).Work with Clinical Administrative Supervisor to ensure third-party reimbursement requirements are appropriately addressed.Work in coordination with the various Psychiatry clinics (e.g., WisPIC, Behavioral Health and Recovery, 20 S. Park, etc.) to ensure a seamless patient/family acceptance, understanding, scheduling, and appointment experience.Assure appropriate communication of pending scheduling needs and communicate with referring providers as needed.Work in concert with Clinic Nurse Manager and Clinical Administrative Supervisor to establish screening criteria to make appropriate appointments.Collaborate with Behavioral Health and Primary Care leadership to improve access for patients to behavioral health services.Develop and utilize reports to track productivity and access information to support process improvement. ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS.JOB REQUIREMENTSEducationMinimumAssociates degree in healthcare management, health services, or related fieldOr, certification in clinical care, health care management, or related field Preferred Work ExperienceMinimum Three (3) years relevant experience in a health care environment (e.g., report generation, use of the electronic medical record (EMR) and scheduling functionality, process redesign, and appointment access)PreferredExperience with Epic Certification in EpicCare, Cadence, and/or MyChartLicenses & CertificationsMinimum PreferredRequired Skills, Knowledge, and AbilitiesDemonstrated success in progressively responsible or leadership positions Ability to use advanced Cadence (i.e., Health Link) processesProficiency with MS Office (i.e., MS Word, Excel and Outlook)Organizational skills necessary to plan, organize, and direct operational activitiesDemonstrated interpersonal skills necessary to interact with all levels of employeesEffective decision-making skillsExcellent verbal and written communication skillsComfortable working in an interdisciplinary culture of collaborationAbility to commute between multiple locationsAGE SPECIFIC COMPETENCY (Clinical jobs only)Identify age-specific competencies for direct and indirect patient care providers who regularly assess, manage and treat patients.Instructions: Indicate the age groups of patients served either by direct or indirect patient care by checking the appropriate boxes below. Next, Infants (Birth – 11 months)Adolescent (13 – 19 years)Toddlers (1 – 3 years)Young Adult (20 – 40 years)Preschool (4 – 5 years)Middle Adult (41 – 65 years)School Age (6 – 12 years)Older Adult (Over 65 years)JOB FUNCTIONSReview the employee’s job description and identify each essential function that is performed differently based on the age group of the patient.PHYSICAL REQUIREMENTSIndicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations may be made available for individuals with disabilities to perform the essential functions of this position.Physical Demand LevelOccasionalUp to 33% of the timeFrequent34%-66% of the timeConstant67%-100% of the timexSedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.Up to 10#NegligibleNegligibleLight: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds.? Even though the weight lifted may only be a negligible amount, a job is in this category when it requires walking or standing to a significant degree.Up to 20#Up to 10# or requires significant walking or standing, or requires pushing/pulling of arm/leg controlsNegligible or constant push/pull of items of negligible weightMedium: Ability to lift up to 50 pounds maximum with frequent lifting/and or carrying objects weighing up to 25 pounds.20-50#10-25#Negligible-10#Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.50-100#25-50#10-20#Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.Over 100#Over 50#Over 20#Other - list any other physical requirements or bona fide occupational qualifications not indicated above:Note:The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position. ................
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