Intake Coordinator

Job Summary:

The Intake Coordinator plays a vital role in supporting the Kidney Transplant team by managing communication between potential transplant recipients, living donors, and various departments involved in the transplant process. This position ensures the efficient intake of referrals, data collection, and coordination of patient care and donor evaluation. The Intake Coordinator also facilitates the education, evaluation, and care of recipients and living donors to ensure seamless integration into the transplant program.

Key Responsibilities include:

• Utilize EPIC to check in patients, schedule appointments, and follow up on received referrals to ensure timely and accurate care.
• Manage patient and donor records within EPIC to track progress and maintain up-to-date documentation.
• Coordinate communications between transplant recipients, living donors, and medical teams using EPIC for efficient data exchange and scheduling.
• Ensure all referrals are processed efficiently, including managing intake, documenting relevant information, and coordinating with specialists.
• Oversee supply management and maintain inventory records to ensure that the transplant team is well-equipped to meet patient care needs.
• Provide education and guidance to transplant recipients and living donors, supporting them through each stage of the process.

This role requires strong organizational skills, attention to detail, and proficiency in using EPIC to manage patient data, appointments, and referrals. The Intake Coordinator is integral to ensuring a smooth and effective transplant process for both recipients and donors.

• Referral Management:
  Receive and process initial referrals via phone, fax, or email, ensuring timely distribution of information to the appropriate team members.

• Data Collection & Entry:
  Gather and verify patient demographics, insurance information, test results, and other necessary data for entry into the EPIC database. Ensure accuracy and completeness of records.

• Living Donor Coordination:
  Coordinate and manage the living donor evaluation process, including scheduling appointments and tests, obtaining authorizations, and preparing for donor selection committee meetings. Assist in staffing the donor clinic.

• Transplant Team Support:
  Assist Transplant Coordinators and other team members with day-to-day operations and patient care coordination. Provide essential administrative support in managing workflow and meeting productivity expectations.

• Confidentiality & Compliance:
  Maintain confidentiality of all patient and donor information. Adhere to HIPAA regulations and UPMC policies to ensure privacy and security.

• Organizational Support:
  Prepare and organize confidential patient charts and clinical records. Ensure all documentation is accurate, up-to-date, and properly filed.

• Communication & Collaboration:
  Serve as a point of contact between transplant recipients, living donors, and the broader healthcare team. Foster effective communication and collaboration across departments to streamline the donation and transplant process.

• Productivity & Deadlines:
  Demonstrate the ability to prioritize tasks, meet productivity benchmarks, and perform assignments within established timeframes while maintaining high attention to detail.