As one of the nation’s leading pediatric health care systems, Nemours is committed to providing all children with their best chance to grow up healthy. We offer integrated, family-centered care to more than 300,000 children each year in our pediatric hospitals, specialty clinics and primary care practices in Delaware, Florida, Maryland, New Jersey and Pennsylvania. Nemours strives to ensure a healthier tomorrow for all children – even those who may never enter our doors – through our world-changing research, education and advocacy efforts. At Nemours, our Associates help us deliver on the promise we make to every family we have the privilege of serving: to treat their child as if they were our own.
This position is responsible for: Providing administrative support services to the Nemours Cardiac Center. These services include but not limited to: 1) supporting the Director of the Cardiac Catheterization Laboratory, Director of Echocardiography Lab, staff cardiologists and other departmental clinical and administrative staff. 2) Scheduling cardiac procedures based upon cases orders and directives provided by the cardiac interventionalist, electrophysiologist, and surgeons. 3) Process payment requests for the Nemours Cardiac Center. 4) Assisting in the coordination of activities within the Nemours Cardiac Center.
Provide administrative support services to the Nemours Cardiac Center. These services include but not limited to: 1) supporting the Director of the Cardiac Catheterization Laboratory, Director of Echocardiography Lab, staff cardiologists and other departmental clinical and administrative staff. 2) Scheduling administrative meetings, arranging all aspects of travel, meeting preparation including registration and itinerary, and presentation preparation. 3) Maintaining CV’s with updated information, tracking CME credits, maintaining records and applications for faculty appointments. Processing professional dues, subscriptions and expense reimbursements reflecting adherence to center budget codes and policies. Completing communications (letters, reports, memos, forms, etc).
Act as primary scheduler for cardiac catheterization procedures. Schedule cases based upon orders and directives provided by the ordering cardiac physicians in accordance with Nemours’ policies and business practices. Obtains accurate information from families and updates and maintains all documents, schedules and databases necessary for the accurate & timely scheduling of the cardiac procedures. Coordinates necessary support services for families including but not limited to interpretative services and social services. Create cases in Optime and assign to the appropriate room. Prepare case packets for the Director of the Cardiac Catheterization Laboratory. Update the catheterization lab schedule with confirmed cases. Enter detailed admission information and cardiac catheterization findings in Cardiac Center’s database. Upload pediatric catheterization diagrams in EPIC. Submit monthly scheduling log to office manager. Maintain and update the cardiac catheterization scheduling procedure guidelines. Provide backup scheduling support to cardiac MRIs and electrophysiology studies.
Coordinate and expedite cardiac catheterization scheduling requests from Non-Nemours physicians and affiliated hospitals. Obtain Nemours medical record numbers for new patients and sweep medical records into patient charts for review by clinical staff. Ensure records are current for conference presentation. Request placement of case orders and contact families to complete the scheduling process. Inform patients/families of NPO orders, medication start/stop orders and other necessary information including but not limited to traveling directions, lodging accommodations outside of the Alfred I. duPont Hospital for Children, EMMI program, all physician instructions and any insurance requirements (authorizations, referral letter, and pre-certifications.
Maintain schedule of appointments for the Director of the Cardiac Catheterization Laboratory, Director of the Echocardiography Laboratory, staff cardiologists and other departmental clinical and administrative staff.
Process payment requests for the Nemours Cardiac Center by accurately completing expense forms, providing documentation, and obtaining authorization for payment. Submit requests to Accounts Payable. Correspond with vendors and respond to inquiries. Research and resolve payment discrepancies and issues.
Upload echocardiogram studies performed at affiliated hospitals for physician review and interpretation. Distribute fax requests for physician reading of electrocardiograms. Forward patient information to appropriate areas for creation of medical record number and dictation and billing of studies.
Provide secondary support to the patient preparation component of the cardiac weekly case conference. Support includes but not limited to preparing conference agenda and distributing to internal/external conference participants; identifying patients with MRI and CT studies; printing case completion lists for physician review and selection. Distributing conference relevant discussion notes to conference attendees.
Coordinate and complete travel arrangements (air / train, hotel, and car service) for out-of-town candidates or visitors and prepare interview itineraries. Manage the interviewing process between physicians / management and new hire candidates. Collect interview evaluations for hiring manager’s review and decision.
Provide front-line customer services in the cardiac administrative office. Services include but not limited to answering incoming calls and responding to telephone inquiries whenever possible, appropriately routing calls, recording adequate messages, relaying telephone and fax messages, dropping off, picking up and sorting departmental mail, greeting and assisting patients, their families and visitors.
Provide cross coverage in the cardiac administrative areas as directed by office manager. Attend cardiac support staff regular meetings and daily huddle. Participant in professional growth and development opportunities.
High School/GED required
An Associate’s Degree or higher preferred
At three years of administrative/senior level experience
Excellent organizational, work planning, and follow-through skills
Ability to prioritize and handle multiple tasks.
Ability to anticipate the needs of directors and other leadership staff
Advanced skills in Microsoft Office - Word, Excel and Powerpoint
Our dedication to professionals who are dedicated to children frequently earns Nemours a spot on the list of top workplaces in the communities we serve. Our Associates enjoy comprehensive benefits, including our unique “Bridge to a Healthy Future” pediatric health plan, an integrated wellness program, opportunities for professional growth, and much more. As an equal opportunity employer, Nemours focuses on the best-qualified applicants for our openings.
Nemours is committed to improving the health of children. As a non-profit children’s health organization, we consider the health of every child to be a sacred trust. Through family-centered care in our children’s hospitals and clinics in Delaware, New Jersey, Pennsylvania and Florida, as well as world-changing research, education and advocacy, Nemours fulfills the promise of a healthier tomorrow for all children — even those who may never enter our doors. Nemours began more than 70 years ago with the vision of Alfred I. duPont to improve the lives of children and to do whatever it takes to prevent and treat even the most disabling childhood conditions. Today, through our children’s hospitals and health system, we directly care for 250,000 children annually in Delaware Valley and Florida, including families who travel from across the country and world to see our specialists — treating every child as we would our own. We also reach beyond the walls of our hospitals and clinics to be a voice for children on a national and international level, and to lead the way in prevention, intervention, education, and research. Nemours is growing to better serve the children and families in our ca...re. We have 1.1 million square feet of space currently devoted to providing children’s healthcare or under construction, all designed with significant input and advice from our patients and families.