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Administrative Services Coordinator CPUP

Job ID: 190051
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Job Title: Administrative Services Coordinator CPUP
Department: Neurology OutPatient Cognitive
Location: Hospital of the University of Pennsylvania - 3400 Spruce St
Hours: Full time first shift


The Administrative Services Coordinator (ASC) is a key point of contact for important administrative operations in a busy division in the Department of Neurology. As a multispecialty program, our interdisciplinary team in Cognitive Neurology/Penn Memory Center collaborate with experts across multiple disciplines to provide diagnosis, care and management of patients with Alzheimer’s disease, mild cognitive impairment (MCI) and other age-related progressive memory disorders.

The ASC plays an important role in the coordination, scheduling, tracking and authorization management of infusion patients receiving disease modifying therapy. The ASC will be working collaboratively with the Cognitive RN Program Coordinator to manage a dedicated large cohort of patients receiving specialized treatments. The ASC will be responsible for managing internal/external referrals, gathering required records and testing, scheduling patients with the appropriate clinician after determining eligibility criteria and preparing patients for their appointments. The ASC will be working closely with internal departments such as Radiology, Financial Advocacy and Infusion to ensure patients are secured for their visits. The ASC will be the administrative primary point of contact for patients receiving disease modifying therapy. A high degree of organization and attention to detail is needed to assist with tracking patient compliance. Experience or knowledge of complex insurance prior authorization process is preferred.

Additional Responsibilities:

  • Retrieves and processes incoming medical records/images, ensure scanning and physician review is completed.
  • Schedules required procedures and OR/Lab for patients at provider’s direction.
  • Coordinates all procedures/testing/appointments that need to occur prior to scheduling infusion
  • Completes medication authorizations and obtains prior authorizations for procedures/testing in coordination with Radiology
  • Completes medical records requests.
  • Handles all patient correspondence, including myPennMedicine messages.
  • Answers and screens all phone calls and patient inquiries. Take appropriate messages/delegate to appropriate staff.
  • Attends and take minutes in meetings when necessary.
  • Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals.
  • Interact with individuals/patients associated with clinical trials as well as supply information to patients enrolled in these studies.

Education or Equivalent Experience:

  • H.S. Diploma/GED (Required)
  • 5+ years Medical office experience, or 5 years of customer service experience in a related clinical office experience (Required)
  • Prior customer service or insurance verification experience in a healthcare setting preferred.
  • A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience.
  • Previous experience in an executive staff support or program development role.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

   Current UPHS employees must apply HERE
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