Program Coordinator

Job Description

The School of Dentistry has an outstanding opportunity for a part-time, 0.5 FTE, Program Coordinator to join their team.

The Oral Pathology Biopsy Service (OPBS) at the University of Washington is an integral part of the UW School of Dentistry serving the people of the State of Washington and the Pacific Northwest for more than 50 years. OPBS is under the Department of Oral and Maxillofacial Surgery and provides state of the art, comprehensive consultation and tissue diagnostic and reporting services to nearly 900 medical and dental practitioners as well as hospitals and surgical pathology laboratories throughout the states of Washington, Alaska, Idaho, Montana, Nevada, Hawaii and Utah. OPBS also provides a center for teaching and learning through its archived collections, courses, scholarly exchanges and public service activities.

The program coordinator's role is to support and advance critical operational activities that lead to accurate and prompt processing of samples and entry of patient registration and billing information into the patient accounting systems so that referring medical and dental professionals and patients will receive diagnoses promptly and develop confidence in the consultative and diagnostic services provided by OPBS and the oral pathologists.

The Oral Pathology Biopsy Service is searching for a part-time program coordinator to serve in this role. This is an outstanding opportunity for candidates early in their careers who have a basic level of experience in a service laboratory or health care organization, to learn and expand their experience and skills, or for mid or late career candidates who want to advance and expand their skills and have an immediate impact on improving processes and outcomes in this essential and highly respected health care organization.

The successful candidate will be attentive to detail; be able to prioritize tasks; work collaboratively with others; and have proficiency with Microsoft Office applications (e.g., Word; Excel; Outlook).

DUTIES & RESPONSIBILITIES:
Oral Biopsy Specimen accessioning: Daily Task

• Receive specimens/consults daily to the office via UPS/USPS/FedEx/Courier/Drop box. In all delivery situations, all specimens need to be located in a timely manner, including locating and obtaining specimens when delivered elsewhere in UWMC or VMMC
• Review all laboratory requisition forms for missing information, and contact referring providers/requesting missing information in a timely manner
• Accession all cases received for the day without any delays. This step includes data entry of all pertinent patient information into CoPath for VMMC
• Work closely with new referring providers to verify, collect, and add any new referring physician information into the system mentioned above
• Assemble paperwork, assign case numbers from CoPath and generate specimen labels and requisition forms
• Prepare specimens for pick up by VMMC courier
• Track the status of biopsies and requested slides through CoPath to communicate to referring providers
• Submit CARS (Clinic Admin Request System) or its equivalent through UWMC or VMMC to correct accessioning errors and discrepancies in patient information
• Send Pathology reports to referring providers with Fax depending on their request
• Navigate previous oral pathology reports and paperwork in Epic, Co-Path, other systems, and sometimes communicate with UW Records Management Office, and share with service providers depending on their request

Oral Pathology Patient Registration: Daily Task

• Update and verify patient demographic information, phone number, address and medical insurance information by calling providers' offices or sometimes directly to patients before registration
• Request biopsy confirmation letter to clinics for unlabeled biopsy bottles
• Enter the correct patient demographic information into IDXterm
• Update all Oral Pathology forms and forward them to IT for website updates
• Maintain an updated contact list of all clinics and providers
• Provide billing support

Oral Pathology Slides: As Needed

• Submit CARS requests to the UW slide room to obtain slides for previous cases,
• Mail out slides to referring providers from consult cases,
• Clear out archived slides and properly dispose of them in compliance with HIPAA.

Scanning and Archiving OP reports: Daily Task

• Manage and implement scanning process, ensuring high-quality scans and adherence to UW scanning policy and standards
• Conduct quality control checks, rescanning when needed for clear scans
• Collaborate with University Archivist, maintain secure storage, implement security measures, and facilitate record deletion and disposition.

Other office tasks: Daily Task

• Prepare biopsy kits and ship
• Monitor and procure operational supplies based on the monthly consumption rate to prevent stock outs
• Mail biopsy reports and other patient related letters as needed
• Answer phone calls and review messages
• Any other duties as directed by the supervisor or the pathologist

MINIMUM REQUIREMENTS:

• High School graduation or equivalent AND two years of experience providing support in a lab or clinic setting and/or working with patient registration, billing and insurance accounts, patient management software systems.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

CONDITIONS OF APPOINTMENT:

Employees will be expected to work a set schedule, to be determined at time of hire. Flexibility in schedule is at the discretion of the supervisor. This is an onsite position due to the nature of the work involved.

Pay Rate Information

The salary information provided below is for a full-time position and will be prorated for part-time.

Compensation, Benefits and Position Details

Pay Range Minimum:

$46,332.00 annual

Pay Range Maximum:

$61,920.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

50.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 .

To request disability accommodation in the application process, contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

---