General Description

The Intake Coordinator is responsible for accepting referrals for proton therapy from a variety of sources, including but not limited to, referring clinical providers and patients/families.  The Intake Coordinator will use clinical knowledge as well as protocols established by ProCure’s medical advisors and local physician partners to determine potential clinical eligibility for proton therapy, and speak knowledgeably of the scope of services that the ProCure Proton Therapy Center (PPTC) provides. The incumbent will gather all supporting clinical data (labs, diagnostic imaging, previous cancer treatment etc.) to enable the radiation oncologists to make an initial determination regarding the use of proton therapy for the patients; and /or assist in the scheduling of needed tests (diagnostic imaging, lab, and pathology) to make said determination.  For clinically eligible patients, the Intake Coordinator will work closely with the clinical nurses and radiation oncologists to coordinate all referral information and subsequent scheduling of visits/therapy at the PPTC. The Intake Coordinator will communicate effectively with clinically ineligible patients/referring physicians to provide suggestions for inquiries regarding other treatment options in order that patients have identified options for pursuing other treatment sources.

Additionally, the Intake Coordinator will work in concert with the center’s Financial Counselor to determine patient’s insurance/financial eligibility as it relates to proton therapy.

Responsibilities

·         Receives intake inquiries from referring clinicians potential patients, and/or their representatives

·         Ensures all calls are returned within specified time frame

·       Conducts extensive interviews with referral sources, respecting HIPAA requirements, to begin to determine eligibility for proton therapy, with strict adherence to the protocols established by ProCure’s medical advisors and local radiation oncology partners

·         Meets regularly with the financial counselor and/or other appropriate personnel to exchange information on patient issues and to understand patient insurance acceptances/challenges prior to scheduling.

·         Responsible, in concert with the RTT Director and Clinical Nurse Manager, to schedule patient consultation visits, testing, simulations and therapy treatments

·         Provides the clinically ineligible patient and/or referral other sources with information regarding other options for inquiring about treatments

·         As required, presents cases to physician group during weekly Intake Review for the purpose of confirming clinical eligibility for consultation as well as providing up to date status of schedule and available start dates, both patient-specific and system-wide.

·         Works with concierge to facilitate the transport, accommodations and treatment of non-local patients.

·         Schedules patients for consultation or treatment ONLY when insurance is in place and/or a guarantee of payment is received.

·         Schedules patients for consultation or treatment ONLY when appropriate referral documentation is obtained.

·         Completes all electronic clinical and non clinical forms with precision, thoroughness, and detail prior to hand-off to financial counselor and clinical nurses

·         Attends all mandatory training sessions, as directed by administration.

·         Maintains up to date knowledge of any partner hospital/practice systems (e.g. registrations, PACS) with which the PPTC interacts

·         Establishes and maintains excellent patient -focused working relationships with partner hospital/physicians/referring physicians’ office and facilities, and proactively communicates with same to address problems/improve quality of process.

·         Utilizes Mosaiq’s Quality Checklist for internal process communication/action steps

·         Performs analyses of data and makes process recommendations to administraton for process flow, enhanced “marketing” materials, etc.

·         As requested by administration may serve as a member of the Quality Assurance Committee and attends QAC meetings as required.

Word Experience Requirements

·         Oklahoma RN License

·         BSN preferred

·         5+  years oncology experience

·         Strong communication and problem solving skills

·         Working knowledge of the electronic environment including email, Microsoft Office, etc;

·         Experience with Electronic Medical Records a plus

·         Creative, self-motivated, patient-centered

·         Strong team player

·         Commitment to creating and maintaining  a paperless environment and processes

·         Must have a solid track record of customer service skills

·         Impac knowledge a plus

·         Contributes to process improvement efforts

·         Hears and contributes to staff suggestions in a positive manner

·         Excellent organizational skills

·         Ability to work well under pressure

·         Requires independent judgment

 Skills/Abilities

·         Works well with ProCure staff on all levels, and develops excellent working relationships with ProCure’s national offices.

·         Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment

·         Interpreting and implementing policies, procedures and computer applications related to the intake center

·         Overseeing projects or programs and/or supervising, monitoring and evaluating the work of other staff

·         Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments  

·         Using initiative and independent judgment within established policy and procedural guidelines

·         Communicating effectively with co-workers, supervisees, partner hospitals/medical practices, the general public, representatives of public and private organizations and others sufficient to exchange or convey information

Fiscal Responsibility

·        Contributes to center budget and monitors budget performance during the fiscal year, recommends adjustments to spending and corrects discrepancies as needed.

Other

·         Required to maintain a flexible work schedule based on center/company needs.

·         Travel may be required for training and/or other center related business.

·        ProCure utilizes RFID (Radio-Frequency IDentification) tags at the centers for the purposes of analysis of productivity and patient throughput.  This information is not for use as a management tool for employee performance issues.