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Pediatric Brain Tumor Care Coordinator

2 months ago

Miami, Florida, United States Nicklaus Children's Hospital Full time
Pediatric Brain Tumor Care Coordinator (Full Time, Day Shift)

Position Overview

The Pediatric Brain Tumor Care Coordinator is responsible for the seamless coordination of patient and physician flow within the Brain Tumor Program and associated clinics. This role serves as a vital resource for inquiries related to clinic operations, testing, scheduling, authorizations, and other related issues. The coordinator addresses all questions and concerns from patients, families, and healthcare providers, ensuring effective communication and documentation between medical practices and ancillary services.


In collaboration with nurses, physicians, and other healthcare leaders, this position acts as a liaison for pediatric brain tumor patients throughout their hospital journey and post-discharge care.

The coordinator assesses, plans, implements, evaluates, and supervises individualized patient care in accordance with established organizational policies and procedures.

By establishing early contact, the coordinator works to eliminate barriers to timely treatment, ensuring continuity of care throughout the healthcare continuum.

The role includes participation in the development of evidence-based best practices and guidelines, providing significant patient education regarding therapy and treatment plans. Additionally, the coordinator offers resources and support to families, including community connections and patient/family support services.


This position supports the strategic development of the program by building and measuring Program Outcome Metrics across Clinical, Patient Satisfaction, Growth, and Quality of Life domains.

The coordinator functions closely with the Neuro-Oncology Medical Director to organize and facilitate the monthly Brain Tumor Committee Meeting.

Furthermore, this role represents the Neuro-Oncology Center at various community functions, contributing to the program's visibility and reputation.

Key Responsibilities

  • Ensure safe and efficient patient care by collaborating with providers and program coordinators across specialty areas to communicate the patient's care plan.
  • Educate patients about their diagnosis and care plan, providing relevant educational materials to families and developing care plans that enhance understanding and satisfaction.
  • Act as a nurse liaison to facilitate patient management services and coordinate complex care across the continuum.
  • Manage clinic scheduling, confirm appointments, and coordinate necessary testing (e.g., MRI, EEG, VEEG).
  • Register patients on clinic days, activate accounts, and oversee physician/patient flow to ensure all necessary visits are completed.
  • Collaborate with multidisciplinary teams to maintain and implement coordinated patient care, communicating effectively with all healthcare team members.
  • Work with clinic staff, case management, and authorization teams to coordinate admissions and procedures, preventing treatment delays.
  • Input patient demographics and insurance information into the Electronic Health Systems (EHS) scheduling system.
  • Obtain authorizations for tests and visits, collecting necessary information for appointments and admissions.
  • Assist families in securing referrals and appointments with specialists, ensuring smooth transitions between inpatient and outpatient experiences.
  • Facilitate communication between staff and physicians, arranging appointments and follow-ups, and serving as a resource for obtaining records and test results.
  • Identify and resolve healthcare system barriers to ensure timely access to quality medical care.
  • Collect and distribute relevant medical data, following up on clinical indications post-review.
  • Organize support groups for various clinics and collaborate with teams to ensure parental involvement.
  • Coordinate with each specialty to ensure patients are seen by all providers on clinic days, keeping teams informed of schedule changes.
  • Manage patient discharge processes, updating information in EHS and transmitting clinic consensus to treating physicians.
  • Produce necessary correspondence, including accommodation letters and documentation for therapy services.
  • Utilize Lean methodology to enhance the family experience within the Brain Institute, actively participating in initiatives to improve patient experience and service recovery.
  • Provide support to other clinics and staff members as needed.
Minimum Qualifications

  • Active RN Licensure in the State of Florida or Multi-State Enhanced Nursing License Compact (eNLC).
  • Current American Heart Association BLS certification.
  • 2-5 years of experience in Pediatric Oncology.
Knowledge, Skills, and Abilities

  • BSN degree or enrollment in a BSN program.
  • Preferred MSN, MPH, or MHSA degree.
  • 3-5 years of experience in administrative support and coordination.
  • Familiarity with HIPAA regulations and patient information management.
  • Experience with Electronic Health Systems (EHS) is preferred.
  • Knowledge of medical insurance and billing processes.
  • Ability to learn new software applications quickly.
  • Strong communication and customer service skills.
  • Excellent time management and ability to meet deadlines.
  • Ability to remain calm and adapt under pressure.
  • Proficient in prioritizing and managing multiple tasks simultaneously.
  • Attention to detail and strong problem-solving skills.
  • Ability to work effectively in a team environment.
  • Bilingual in English/Spanish is preferred.
  • Proficiency in Microsoft Office Suite, including PowerPoint and Excel.