Office Administrator, GI Outpatient Service
Children's Hospital Philadelphia - Philadelphia, PA

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Bachelors preferred.
High school diploma or equivalent required.
Proficient in Microsoft Word and Excel.
Minimum of 5 years relevant work experience in a health care setting required.
Experience with database maintenance preferred.
Strong computer skills (experience with computerized scheduling and an electronic medical record strongly preferred).
Strong communication skills. Ability to clearly communicate with patients, families and providers.
Strong collaboration and teamwork skills.
Ability to handle multiple tasks and provide accurate information within the correct timeframe.
Ability to handle confidential materials and matters.
Strong organizational skills and attention to detail.
Ability to diffuse upset callers and/or families in the clinical setting and resolve conflict appropriately.
Ability to interact professionally in complex and sometimes emotionally charged situations.
Ability to function efficiently and professionally with minimal supervision.
Ability to quickly learn new procedures.

Mandatory Requirements:
All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.
  • Child Abuse Clearances
  • FBI Fingerprint Clearance
  • Drug Screening
Job Description:
The office administrator is responsible for partnering with the outpatient nurse manager to monitor and assess outpatient access and flow of the clinic area for the Division of Gastroenterology, Hepatology and Nutrition. This can include working with different levels of the division, and beyond, to ensure patient/family needs are met while they receive care from the outpatient team. The position includes close collaboration and communication with The Children's Hospital of Philadelphia's Access Center.
1. Oversee, manage and maintain complex outpatient schedules for all GI and Nutrition providers.
  • During the day consistently review and analyze the schedules to ensure all available slots are filled.
  • Communicate with other scheduling staff to ensure they have the information needed to fill slots.
  • Serve as master EPIC template builder for the outpatient clinic schedules.
  • Adjust EPIC to reflect clinical personnel's vacations, conference time and time on-service by accurately booking out staff for absences and adjust schedules as necessary.
  • Notify relevant nurse manager when more than one attending has booked out so that alternate coverage can be arranged.
2. Serve as primary back up to outpatient nurse manager in terms of overseeing the daily clinic operations and patient flow.
  • Primary resource to all clinical staff in the outpatient area to problem solve issues that may arise in order to support patient clinical care, flow and access.
  • Works with clinical leadership to triage expedited appointment requests and works with other scheduling staff to ensure timely follow-through.
  • Acts as liaison between outpatient staff and divisional administration as needed.
  • Main point of contact with the Hospital's Family Relations Department. Immediately investigates patient/family feedback and provides prompt resolution.
3. Process design and improvement.
  • Use the CHOP improvement framework to assess existing processes, define and diagnosis issues, implement and assess tests of change and facilitate improvement.
  • Collaborate in the training of other staff in regards to improved processes and procedures.
4. Participate in independent project work and attend meetings that relate to access and flow in outpatient clinic.
  • Use available reporting systems and tools to assess, track and analyze data as requested.
  • Review weekly reports to ensure new patients are scheduled appropriately and that schedules are full.
  • Collect and collate data in regards to fill rate, 3rd next available and other relevant collection and analysis that will ensure the success of clinic.
  • Design reports to analyze access and flow in outpatient clinic to ensure efficiency.
  • Attend staff and divisional meetings as requested 100% of the time. Participates and contributes to team projects.

About this company
The Children's Hospital of Philadelphia (CHOP) is the nation's first hospital devoted exclusively to the care of children. Since our start...