Job Description

Department: 37802 Advocate Christ Medical Center - Transplant: HeartStatus: Part timeBenefits Eligible: NoHours Per Week: 0Schedule Details/Additional Information:Mon 7am -3pmMajor Responsibilities:

• Perform independent administrative services in support of the Director of Critical Care and the office of VAD/Transplant.

• 5)Coordinate all meetings for transplant program. Set agenda for VAD/Transplant meetings with approval of VAD coordinator.Take meeting minutes for VAD/Transplant meetings and other meetings as assigned.Update patient information data weekly for VAD/Transplant meeting.
• 6)Act as Site Administrator for Intermacs; data entry and management for national registry for patients who are receiving mechanical circulatory support device therapy to treat advanced heart failure.
• 7)Organize all outside activities of Cardiovascular Growth Planning Committee Members including travel arrangements, seminars, outside meetings, retreats.
• 8)Work with internal and external sources to obtain bids for outside printing, office equipment/supplies, menu selection etc.
• 1)Maintain schedule of cardiac appointments related to Cardiac Growth, Heart Transplant and VADxe2x80x99s , and assist with the coordination of the CV surgeonxe2x80x99s schedule.
• 2)Coordinate and distribute VAD Coordinators monthly on-call schedule.
• 3)Maintains and manages the electronic distribution list for VAD team members.
• 4)Update 24 hour answering service regarding LVAD Coordinator schedules, updates, and proper protocol.
• Preparation and dissemination of correspondence/preservation of department records of the VAD/Transplant office.

• 1)Respond to correspondence not requiring directorxe2x80x99s attention.
• 2)Compose and types correspondence, reports from rough drafts, notes, or minutes.
• 3)Prioritize workflow received from director and VAD Coordinators.
• 4)Responsible to follow-up on written, verbal communication sent to VAD/Transplant office.
• 5)Maintain records and files within the department.
• 6)Create, maintain, and update all patient medical records kept in the VAD/Transplant office.
• 7)Responsible to send educational letters and materials to Fire/EMS, Police, Electric Company, hospitals for purposes of educating emergency personnel to properly care for VAD patients.
• 8)Assist in the coordination of out of state travel for VAD patients (notification of local hospitals, airlines, EMS, out of state VAD Coordinators, etc.
• 9)Responsible for the management of office equipment.
• Facilitate and adhere to department budget of the VAD/Transplant office.

• 1)Notify director of any billing or expense issues, i.e., erroneous expenses.
• 2)Obtain quotes for ordering of large purchases and/or medical equipment needed for the VAD/Transplant office.
• 3)Ensure availability of necessary office supplies and equipment.
• 4)Maintain records for ordering and purchase of supplies and equipment, facilitate timely payment of bills.
• 5)Compile and enter charges for VAD equipment charges for replacement of equipment for outpatients.
• 6)Maintain/order a sufficient amount of dressing supplies needed for outpatient visits.
• 7)Communicate with dressing supply representatives on proper methods of ordering supplies not available through general stores.
• 8)Order and maintain a sufficient amount of educational materials for distribution to VAD patients, family members, facilities caring for VAD patients, and emergency personnel.
• Adhere to system and facility policies and procedures as well as standards of the regulatory bodies.

• 1)Maintain current knowledge of policies and procedures.
• 2)Maintain VAD/Transplant office records to ensure compliance with outside regulatory agencies..
• 3)Participate in various survey processes as is appropriate.
• Responsible for personal and professional growth and development.

• 1)Participate in development and learning plan with director on an annual basis.
• 2)Participates in training and education in order to maintain current computer skills.
• 3)Compiles with all requirements for mandatory education.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.About Advocate Healthis the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names in Illinois; in the Carolinas, Georgia and Alabama; and in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nationxe2x80x99s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.

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