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Program Assistant

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Charlotte, NC, United States
Job ID: 37860
Job Family: Clerical Support
Status: Full Time
Shift: Day
Shift Details: Regular
Department Name: 27311017030362-Psychiatric Services
Location: MCP - Admin - Operations - 1001 Blythe Blvd


Job Summary

Under general direction of department leadership, the Program Assistant performs the duties of the Care Coord/Auth/Sched Specialist and additional activities of higher complexity and demonstrates leadership skills.  Additionally, this role serves as a central point of contact for providers, patients, and staff, and completes specialized duties in the service of the subspecialty program.

Essential Functions

  • Acts as central point of contact for the Department of Pediatric Psychology and Neuropsychology. Facilitates incoming calls and patient referrals.
  • Represents Atrium Health-Levine Children’s at community events for Psychology philanthropic partners. Cascades program updates.
  • Facilitates program meeting agendas, planners, and room reservations for recurrent meetings and interdisciplinary conferences. Keeps minutes. 
  • Coordinates and cascades monthly calendars for available Pediatric Psychology services for patients.
  • Facilitates Pediatric Psychology Newsletter.
  • Prints and assembles patient-teaching or provider materials.
  • Facilitates program grant-funding applications and reimbursement documentation.
  • Facilitates program supplies purchasing and reimbursement documentation.
  • Coordinates and cascades Annual Report detailing program growth and outcomes.
  • Creates, updates, and maintains data collection tools for research efforts.
  • Performs intake and scheduling tasks for new patient coordination including outside records retrieval and communication of what to anticipate. 
  • Confirms patient appointment times and location for Pediatric Psychology and Neuropsychology visits. Reschedules patient cancellation and no-show appointments.
  • Obtains patient insurance prior-authorization for consults and follows up on pending referral schedules/results.
  • The program assistant uses critical thinking, interpersonal skills, and effective communication to ensure optimal program outcomes and facilitate a seamless patient experience across the care continuum.


Physical Requirements

Works in an office environment. Requires long periods of sitting, operating keyboard, and telephone. Must be able to lift 50 pounds in weight in handling the occasional lifting of documents or supplies. Occasional mobility required. Responsibility to work in a safe manner.


Education, Experience and Certifications

High school diploma or equivalent, Associate degree in Health, Business and /or related field preferred.

  • At least 2 years’ experience within a specified subspecialty program, including (but not limited to) Liver Transplant, Kidney Transplant, Heart Transplant, Heart Failure or Liver Failure program
  • Must complete must demonstrate leadership skills and ability to maintain increase in responsibilities by one of the following:
    • Membership on a subspecialty committee/council membership
    • Preceptorship
    • Participation in a special project
    • Participation in professional organizations/committees
    • Completion of the Self-Leader certificate program or similar leadership training course
  • Teammate must be in good standing within department
  • Teammate must be Meets or Exceeds expectations