Patient Admin Specialist IV - Cellular Therapy Specialist

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Day - 08 Hour (United States of America)

This is a Stanford Health Care job.

A Brief Overview
The primary responsibility of the Patient Administrative Specialist is to handle scheduling of Cellular Therapy Services, and other office functions in the facility clinical setting. An Patient Administrative Specialist supports any and all administrative tasks related to the daily operations of the facility.

Stanford Health Care

What you will do
  • Greets and welcomes couriers and assists them with questions regarding patient product pick up and/or drop off, etc.
  • Answers multi-line phone, screens and routes calls, takes messages for facility staff and physicians Assures appropriate verifications and orders are complete before patient products are processed by facility staff.
  • Communicate with providers regarding scheduling preferences, and ability to respond to urgent patient needs.
  • Provide doctor-technologist support using reference documents and tools.
  • Carry out various administrative tasks, including maintaining information and paging directory databases, and processing internal forms.
  • Utilize all functionality of the telephone system and electronic medical records systems in performing assigned job tasks.
  • Meet/Exceed organizational and department service standards.
  • Answers non-clinical CRMs, escalating where appropriate.
  • Managing and distributing faxes, mail, and filing of clinic-specific documentation.
  • Working with care teams, patients, and outside sponsors to obtain necessary information, laboratory test results, and other vital information required for care.
  • Assures appropriate orders are complete before patient products are processed by facility staff, in addition to preparing patient medical records for processing and transplant.
  • Assists facility staff and physicians by working with other providers scheduling treatment appointments for patients processing and transplant including apheresis collection, inpatient units and ITA
  • Coordinates care by scheduling, editing and maintaining appointments for collection and infusion.
  • Schedules complex cell therapy processes requiring strong knowledge of procedures, department protocols and timing.
  • Functions independently to complete activities related to scheduling process. Responsible for completeness, accuracy, and timeliness of data.
  • Serves as resource to other staff in the area of scheduling and billing process.
  • Maintains master facility appointment schedule. Schedules appointments in scheduling systems.
  • Maintains statistics and keeps the manager informed of facility compliance .
  • Assists with requests where appropriate and Communicates with providers when necessary.
  • Serves as a subject matter expert for team members with questions about administrative tasks.
  • Provides continual evaluation of processes and procedures and suggests methods to improve them.
  • Escalates to Manager as appropriate.
  • Monitors daily facility flow and communicates with care providers relaying information to care providers regarding delays.
  • Provides service recovery in real time.
  • Rescheduling and managing cancellation list and communicating schedule changes to care providers.
  • Runs morning huddle in the absence of Manager and/or Clinical Operations Managers.
  • Assists facility teams for Help Desk/IT resolution.

Education Qualifications
  • High School Diploma or GED Required
  • Associate's Degree in health related field from an accredited college or university Preferred
  • Bachelor's Degree Preferred

Experience Qualifications
  • 4+ years' experience working in healthcare setting (i.e. hospital, medical / dental office, nursing facilities etc.) Required

Required Knowledge, Skills and Abilities
  • Knowledge of medical terminology.
  • Knowledge of computer systems and software used in functional area
  • Ability to speak and write effectively at a level appropriate for the job
  • Ability to provide customer service, solve problems, and manage multiple priorities.
  • Knowledge of Windows-based office software, computers and operating systems
  • Ability to adjust communications to fit the needs and level of understanding of the receiver
  • Ability to exercise calmness in stressful situations.
  • Expert level PC Skills (Windows, Excel, and Word)
  • Expert level communication, customer service, interpersonal skills and cross cultural competency.
  • Expert level knowledge of EPIC or other patient database
  • Ability to foster relationships, build trust with providers, nurses and staff, to work in a collegial team environment and stressful interactions
  • Ability to plan, prioritize, and organize work independently with attention to detail and deadlines for scheduling.
  • Ability to solve problems and identify solutions
  • Ability to speak and write effectively at a level appropriate for the job demonstrating culturally competent and age-specific communication
  • Ability to maintain confidentiality of sensitive information

These principles apply to ALL employees:

SHC Commitment to Providing an Exceptional Patient & Family Experience

Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other. C-I-CARE is the foundation of Stanford's patient-experience and represents a framework for patient-centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.

You will do this by executing against our three experience pillars, from the patient and family's perspective:

  • Know Me: Anticipate my needs and status to deliver effective care
  • Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
  • Coordinate for Me: Own the complexity of my care through coordination


Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.