Program Coordinator – Cardiac Surgery

Overview

The Program Coordinator for the Cardiac Surgery Practice is responsible for overseeing the day-to-day administrative operations, ensuring efficient workflow, and facilitating coordination among healthcare professionals, patients, and external partners. The role supports clinical staff, manages scheduling, ensures a positive patient experience, and oversees compliance with regulatory standards. The coordinator plays a critical role in ensuring that the cardiac surgery practice delivers high-quality care to its patients.

Responsibilities

1. Administrative Support:
2. 1. Coordinate daily operations and administrative tasks within the cardiac surgery practice.
3. 2. Manage provider schedules, including patient appointments, surgeries, follow-up visits, on-call, and administrative responsibilities.
4. 3. Prepare reports and documentation required for surgical procedures, team meetings, and patient consultations.
5. 4. Organize and schedule conferences.
6. Coordinate stakeholder engagements between facilities including events and large gatherings.
7. 5. Process expense reports for all providers
8. 6. Prepare presentations
9. 7. Coordinate travel arrangements
10. Patient Coordination:
11. 8. Act as a liaison between patients, families, and healthcare teams, ensuring clear communication regarding pre- and post-operative instructions, follow-up care, and billing inquiries.
12. 9. Develops a resource library of patient education material at the direction of Section Chief.
13. Team Coordination:
14. 10. Coordinate multidisciplinary team meetings, including preparing agendas and materials for case discussions, mortality reviews, and clinical audits.
15. 11. Ensure alignment between surgeons, nursing staff, anesthesiologists, and other healthcare professionals regarding patient care plans and procedure schedules.
16. 12. Assist with onboarding and training of new staff within the practice.
17. Regulatory Compliance:
18. 13. Helps ensure compliance with healthcare regulations, hospital policies, and accreditation standards relevant to cardiac surgery, including HIPAA and Joint Commission requirements.
19. 14. Monitor and assist with quality control programs, ensuring adherence to best practices in cardiac surgery and patient care.
20. Data Management and Reporting:
21. 15. Oversee data collection for clinical trials, research studies, and quality improvement initiatives related to cardiac surgery outcomes.
22. 16. Generate performance and outcome reports for internal reviews and external regulatory bodies.
23. 17. Support financial reporting by assisting with budgeting, tracking expenses, and submitting reports as required by the practice manager.
24. 18. Creates funding spend plan, reconciles actual spending, and present summary reports to leadership.
25. 19. Directs donations and bequests made as a result of programs, services, and activities to the Development Office.
26. Program Development:
27. 20. Assist in the development and implementation of programs that enhance patient care and optimize workflow within the cardiac surgery practice.
28. 21. Identify opportunities for improvement in administrative processes and suggest potential solutions.
29. 22. Perform other duties as required or assigned.

Qualifications

• Bachelor’s degree in healthcare administration or related field preferred.
• Minimum of 3 years of experience in a healthcare setting, ideally in a surgical or cardiology practice.
• Strong organizational and multitasking skills, with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in EMR systems and healthcare software applications.
• Understanding of healthcare regulations, particularly HIPAA and Joint Commission standards.
• Experience working in a fast-paced, team-oriented environment.

Required Licensure/Certifications

• None.

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