Cellular Therapy and Transplant Services Coordinator

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We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.

A Brief Overview

The Cellular Therapy & Transplant Section (CTTS) is a multidisciplinary team that provides outstanding clinical care, cutting edge research, and produces high quality outcomes. CTTS consists of two programs The Blood and Marrow Transplantation (BMT) program and the Cell Therapy program (CIP). CTTS treats a variety of diseases utilizing hematopoietic progenitor cells (HPC), genetically modified HPC and immune effector cells (IEC). Diseases treated include certain types of cancer, disorders of the blood and immune system as well as a wide variety of other rare disorders and syndromes. CTTS operations must comply with the Foundation for the Accreditation of Cellular Therapy (FACT).

The Cellular Therapy and Transplant Coordinator role works under the oversight of Senior CTTS Leadership which includes the Section Chief, Medical and Operations Directors. The overall management of the CTTS clinical operations is the responsibility of the CTTS Sr Clinical Operations Manager. The Cellular Therapy and Transplant Coordinator 's primary responsibility is managing time-sensitive processes related to the care of critically ill pediatric patients in need of cellular and transplant therapies. This role includes but is not limited to supporting the patient journey while partnering with multidisciplinary members of the Cellular Therapy and Transplant Section (CTTS). The role requires attention to detail and consistent follow-up to ensure the timely completion of patient care processes

What you will do

• Facilitates all aspects of patient care and administrative processes post-transplant, ensuring continuity of care.
• Manages follow-up appointments for post-transplant patients, ensuring timely arrangement of both urgent and non-urgent visits, including immunizations, subspecialties, and radiology, as directed by CTTS clinical staff
• Organizes urgent, same-day appointments, managing real-time scheduling needs.
• Adjusts and optimizes Epic-based provider templates to maintain clinic capacity requirements, ensuring efficient and effective appointment scheduling. Serves as master EPIC template builder for the CTTS outpatient clinic schedules
• Ensures accurate entry and updates of patient demographic, insurance, referral, and authorization details during registration and record verification.
• Collaborates with the financial clearance team to resolve insurance issues and ensure proper post-transplant coverage.
• Attends other division meetings at the request of program leadership to optimize efficiency of ongoing patient appointments.
• Actively participates in weekly patient conferences and updates patient lists including referrer, dx, research protocol participation, and other pertinent information; collates and distributes weekly minutes to all attendees within 24 hours of weekly meetings
• Provides oversight of required medical records from referring provider and specialty offices; monitoring for completeness, following up when not sent in a timely fashion, providing review to provide to specific divisions, and finally scanning them into the patient chart.
• Establishes and maintains communication strategies with other CHOP departments to ensure seamless patient care including a department contact list to facilitate patient scheduling across various specialties. .
• Staff booth at CTTS Education programs of various kinds and working in collaboration with transplant coordinators prepare and update educational materials for program, patient and parent education
• Independently manages the time-sensitive coordination of donor products for critically ill children: coordination with donor and collection centers, arrangement of the procurement and transportation of the donated products to CHOP. Coordinates all administrative activities with the National Marrow Donor Program (NMDP) and other donor organizations, Clinical Labs, HUP, and the BMT Team.
• In collaboration with other CTTS coordinators and clinical operations team, provides family and referring physician with updates regarding next steps in clinical process - HLA typing, donor selection, and transplant candidacy and admission determined
• Perform additional duties as assigned by program leadership.

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• At least two (2) years Experience Required
• Experience working in a high-volume, healthcare environment Preferred

Skills and Abilities

• Excellent telephone and communication skills are required as is proficiency with computer systems and programs (Required proficiency)
• Change agent demeanor. Must be a flexible thinker, with an ability to quickly adapt to a rapidly changing environment (Required proficiency)
• Must be organized, dependable, and able to make independent judgments (Required proficiency)
• Team-oriented, self-starting individual that works well under stress to make deadlines (Required proficiency)
• Ability to multi-task and prioritize is crucial to success in this position (Required proficiency)
• Compassionate listening skills are required for family distress related to care coordination (Required proficiency)
• Ideal candidate has strong interest and desire for extensive patient and family interaction (Required proficiency)
• Requires experience with and high commitment to customer service (Required proficiency)

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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