Medical Office Coordinator - Genetics Program, Oncology Service Line

The Medical Office Coordinator (MOC) will provide administrative and operational support to the Senior Genetic Counselor(s) in the day-to-day operations of the UI Health Hereditary Cancer Clinic and the Cancer Prevention and Survivorship Clinical Program. The MOC will manage and oversee the clinic development, patient navigation, and clinic workflow, ensuring minimal fragmentation of care and coordination of services, including providing quality customer service, resolving any issues as they occur for patients and/or providers, and collecting statistical information and reporting to the management team to meet strategic goals and enhance business practices for UI Health Hereditary Cancer Clinic and the Cancer Prevention and Survivorship Clinical Program.

Duties & Responsibilities:

• Initiate/facilitate communication and interaction with internal and external staff and providers as related to patients of cancer genetics services.
• Serve as the point person for questions and issues related to cancer genetic clinical services, including patient scheduling, referrals, authorizations, and records; escalate issues as appropriate.
• Complete and enhance processes for collecting patients'' medical records and obtain referrals and authorizations, as needed, for appointments and genetic testing.
• Schedule, monitor, and manage appointment loads for genetic counselors and medical oncologists, or other members of the multidisciplinary team, as needed. Build, maintain, and create systems to optimize schedules for the UI Health Hereditary Cancer Genetic Clinic and the Cancer Prevention and Survivorship Clinical Program.
• Collect outcomes data on patients'' cancer genetic testing services and present to staff at team meetings. Providing insight on productivity, growth, and uptake of services.
• Monitoring productivity of the UI Health Hereditary Cancer Clinic and the Cancer Prevention and Survivorship Clinical Program, including initiating actions to decrease patient no-show rates and developing and maintaining systems to increase clinic productivity.
• Track patients'' progress through the genetic assessment, testing, and follow-up screening process through medical record review, contact with medical providers, and follow-up patient phone calls to determine whether patients obtained recommended services.
• Develop and foster relationships with personnel in departments involved in the care of cancer genetic patients (i.e., physicians, nurses, social services staff, hematology/oncology clinic staff, patient navigators, program coordinators, etc.); organize educational sessions to inform practitioners of hereditary cancer risk services provided at UI Health and encourage referrals along with the genetic counselors.
• Utilize interventions and strategies that are appropriate to the population, considering various and appropriate factors.
• Develop relationships with community members to increase cancer risk awareness and engage the community in program planning if /when possible.
• Administer and monitor the risk assessment and care management databases used by the UI Health Hereditary Cancer Clinic and the Cancer Prevention and Survivorship Clinical Program.
• Assist the genetic counselors in coordinating, documenting, and driving department meetings, tumor board, case conferences, and presentations, including administrative assistance for genetic counselors, when needed and appropriate.
• Gain knowledge and training on the UIC system and services, including but not limited to Epic, scheduling, billing, and registration, to manage alterations to these areas to maximize clinic productivity.
• Manage communication, schedules, and training for students, assistance coordinators, or other administration team members.
• Stay up-to-date with best practices and advancements in the field of genetic counseling.
• Order, monitor, and maintain all supplies needed for daily operations of the UI Health Hereditary Cancer Clinic and the Cancer Prevention and Survivorship Clinical Program.
• Participate in community outreach events.
• Work with the UI Health Marketing team to update and maintain accurate website and marketing materials for oncology genetics and related clinics.
• Perform other related duties and participate in special projects as assigned.