Department Overview

The PAS/Template Coordinator is responsible for building and maintaining EPIC scheduling templates for approximately 90 providers and clinic resources. This role maintains faculty schedules and time-off requests in Qgenda, communicates with providers regarding schedule and template updates, and collaborates with division administrators to ensure adequate precepting coverage for resident clinics. The PAS/Template Coordinator also manages patient rescheduling when providers cancel clinic sessions and participates in weekly scheduling meetings with leadership to review provider templates, scheduling protocols, and operational needs.

In addition, the PAS/Template Coordinator gathers and records required patient information and provides high-quality customer service. Responsibilities include screening patients for financial eligibility, confirming health insurance coverage and patient financial obligations, coordinating with the Managed Care Coordinator to obtain authorizations for care, scheduling physician and ancillary appointments, and assisting patients within the clinic setting. The role requires prompt and professional communication, strong face-to-face customer service skills, and effective problem-solving abilities.

The PAS/Template Coordinator also performs a variety of administrative, clinical support, and technical assignments as directed by clinic leadership. This includes supporting Medical Director and Practice Manager administrative activities and assisting with clinic operations as needed.

This position reports to the Front Office Supervisor and works closely with the broader leadership team to support clinic and office functions. The PAS/Template Coordinator works collaboratively with all clinic staff while maintaining a confidential environment and managing multiple complex tasks simultaneously. Knowledge of and familiarity with OHSU facilities, resources, and personnel is preferred.

Function/Duties of Position

TEMPLATES: Creates and maintains clinician templates for all faculty and resident providers in the Internal Medicine Clinic, as well as creating and maintaining the clinical support schedules Works closely with Internal Medicine residency section to maintain accurate templates.

Is responsible for all processes involved in rescheduling of patients when providers call out ill or need to have templates closed/moved.

Helps on phones when short staffed/high volume of waiting calls. Schedules for New and Return visits. Takes accurate messages from patients including requests for medication refills, complaints, general information inquiries, and urgent healthcare concerns. Delivers such information or requests promptly to the appropriate providers, Nurse Care Manager or their designees.

Assists PAS team with routing and/or processing In Basket messages from patient MyChart accounts and providers. Creates and routes In Basket messages that are sent after hours via Triage Logic.

Helps at front desk as needed for coverage. Greets patients and checks them in prior to being seen by a clinical provider. Reviews insurance and demographic information. Identifies and collects deductible payments, co-payments, and deposits on services. Explains forms and satisfies any necessary patient signature requirements. Schedules for return visits. Monitors length of patient wait times. Performs routine tidying of waiting room.

Additional duties as needed.

Required Qualifications

Six months of work experience in a medical office setting, including high volume direct patient contact OR one year of work experience in a high volume direct public contact position

Knowledge and Skills Required:

Basic computer keyboarding skills including typing of 30 - 45 wpm.

Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.

Preferred Qualifications

High School Diploma/GED

1 year of combined high-volume phone line and front-line experience in a medical office with direct patient contact.

2 or more years of EPIC scheduling experience.

Prior Template maintenance experience.

Must have proven record of reliable attendance, punctuality, and proven successful performance at past and present employers.

Proficient in OHSU network computer applications: Teams, EPIC, Smartsheets.

Working knowledge of Medical Terminology.

Strong relationship building skills, with patients, health plans, providers, staff and management.

Patient advocacy skills.

Knowledge of OHSU PAS policies and procedures, with completed PAS training and core competencies, and with Previous PAS experience