Coordinator Job Description

Hi Karen! 
I was just peeking into my draft when I saw your post. When my annual review comes up I will be submitting a new job description. This is what I have thus far. You'll see I am adding a new section and still need to add some bullet points. This is also very specific to my site. However, I did cut and paste from several sources to craft this. Hope it can be helpful. If you or anyone else would like to chime in on anything to take out or add in, feedback welcome! 
Best,
Jo


Centering Pregnancy Job Description (DRAFT)



As Palo Alto Medical Foundation (PAMF)/Sutter Health is always working to improve patient experience, the Obstetrics and Gynecology Department offers an alternative program to receiving traditional one on one prenatal care called Centering Pregnancy (CP). CP is a multifaceted model of group care that integrates the three major components of care: health assessment, education and support. Eight to twelve women with estimated due dates that fall within close range convene on similar intervals to the traditional prenatal schedule, participate in a facilitated discussion, learn basic self-care during pregnancy and develop a support network with other group members. Each group meets for a total of 10 sessions throughout pregnancy and also return for a postpartum reunion. The provider, co-facilitator and guest speakers, within the group space, complete full prenatal appointments with standard physical health assessments as well as an educational component.



Through this unique model of care, women are empowered to choose health-promoting behaviors. The group facilitation has proven positive health outcomes for pregnancies, specifically increased birth weight, decreased intrauterine growth restriction (IUGR) and extended breastfeeding initiation and retention. One of the other benefits is the satisfaction expressed by both the patients and their providers on community building and group dynamics.



Under the Direction of department Managers XXX and XXX, and Certified Nurse Midwife XXX, the Centering Pregnancy Program Coordinator is responsible for coordinating CP groups which includes working with providers to develop dates for groups, distributing communication to providers upon scheduling changes, and ordering and maintaining supplies for the groups. This role also includes working closely with program funder Sutter Health Philanthropy and Sutter Health accounting and finance managers to track CP expenses and utilize appropriate budget coding. Additionally, this position consists of two substantial future goals of becoming a Certified Centering Facilitator (CCF) and a Certified Centering Facilitation Trainer (CCFT) through the Centering Health Institute (CHI). These certifications will permit In-House Training to all Sutter Health employees engaged in CP.



The Centering Pregnancy Program Coordinator is also responsible for understanding the 13 essential elements of forming Centering Pregnancy groups as indicated by CHI. This role will facilitate recruitment, group formation, organization of support services and materials, and data tracking of Centering statistics related to individual sessions and group trends. The position requires analysis on challenges and opportunities for improvement in all aspects of the program. The Coordinator will also be involved in the annual accreditation renewals and any site approvals.









DUTIES & ESSENTIAL JOB FUNCTIONS



Centering Pregnancy Scheduling

• Coordinates dates and locations for groups

• Alongside management, pairs co-facilitators with providers for group assignments

• Coordinates room scheduling at 3 existing locations (Urology Conference Room, Ciel Cirillo Community Room, Westside Conference Room, and a future Watsonville site)

• Assists in requesting schedule templates are built in EPIC and overseeing these match the department’s Qgenda provider schedule





Provider and Staff Coordination

• Initiates communication within the OB/GYN practice to promote new and existing groups

• Utilizes a collaborative care team approach to accomplish goals

• Communicates effectively with others

• Continuously engages in concerted action with schedulers to communicate any changes in provider schedules at each site

• Designs and develops triannual In-Service Trainings with staff, nurses, midwives, and physicians

• Responsible for Annual Retreat and any CP appreciation events for staff, nurses, midwives, and physicians





Patient Coordination, Outreach and Recruitment

• Responds to patient inquiries and concerns about CP Group via phone calls or My Health Online (MHO) messages

• Participates in Patient Care Quality improvements projects (Via Health Stream and any additional sources)

• Supporting CP staff, sends patients welcome letter, general information, and postpartum reunion reminder via MHO

• Schedules patients for GAP visits in traditional clinic for any missed Centering sessions

• Develops and updates promotional material (posters, flyers, website content, PAMF social media, etc.) for all public access to Centering information

• Ensures ideal group size, monitors and maintains group census

• Drafts and delivers Bi-Monthly Centering Update Newsletter to department

• Participates as a regularly scheduled co-facilitator for Centering sessions and provides co-facilitator staffing as needed



Philanthropy and Finance

•







General Administrative Functions

• Convene the Steering Committee for regular monthly meetings

• Create meeting agendas for all Steering Committee meetings

• Execute decisions of the Committee

• Oversee the logistics for implementation of the groups

• Oversee basic evaluation of the groups, collecting and collating patient evaluations

• Responsible for scheduling CP Guest Speakers (Lactation and Pediatrics)

• Work with the Centering Health Institute (CHI) site consultant on challenges

• Assure the basic features of group space are available, including appropriate furniture, equipment, supplies and access

• Maintenance of patient supplies

• Ordering of patient notebooks

• Ordering healthy snacks









Data Analysis



• Compile findings on data sheets

• Collect written evaluations from each session

• Must have in depth knowledge of data collection and medical record data abstraction

• Coordinate integration of Centering activities into any quality improvement plans

• Responsible and accountable for Centering data collection through the Centering Counts system

• Facilitates Business Associate Agreement (BAA) with Sutter Office of General Counsel to ensure program is compliant with CHI’s new Centering Counts online data collection tool





Site Approvals

• Demonstrates model fidelity of Centering model of care and assures quality to patients and providers

• Understands research aspect of National Centering programs and that data is only valid when conducted on programs that are credentialed as implementing the Centering model of Care

• Provide link to Centering page website from the Centering Health Institute (CHI) website when new sites are approved

• Measure added value through client satisfaction, provider satisfaction and other benefits for agency administrators and funders

• Assure continued approval annually for established sites

• Organize new site approvals with CHI consultants

• Create budgets for site approvals and accreditation of new Centering Pregnancy Sites





Service Excellence

• Demonstrates service excellence by following PAMF standards and expectations for communication and behavior

• Demonstrates PamfCARES in daily work:

Prepare

Connect

Actively Listen

Reassure

Explain

Sincerely Appreciate



• Support of PAMF Mission: We enhance the well-being of the people in our communities through a not-for-profit commitment to compassion and excellence in health care services

• Embrace PAMF True North: An exceptional experience-every patient, every time

• Exhibits tact and professionalism in difficult situations

• Demonstrates an understanding of and adheres to privacy, confidentiality, and security policies through the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and procedures related to Protected Health Information (PHI) or other sensitive and personal information

• Demonstrates an understanding of and adheres to safety and infection control policies and procedures

• Keeps working areas neat, orderly and clutter-free, including the hallways

• Picks up and disposes of any litter found throughout entire facility

• Posts flyers and posters in designated areas only

• Attends events to strengthen community partnerships with other local maternal and child health organizations such as the Santa Cruz County’s Perinatal Mental Health Coalition, and Bellies, Birth, & Babies Bi-Annual event via Birth Network of Santa Cruz County







OTHER FUNCTIONS, ABILITIES AND RESPONSIBILITIES

• Ability to solve problems related to patient care access and service utilization

• Ability to strategize with management on solutions to problems related to facilitator management and morale

• Ability to strategize with management on solutions to problems related to patient recruitment, as well as promotion and marketing of services

• Ability to remain abreast of new trends in health care –continuous self education is required to teach patients

• Ability to offer appropriate level of support to patients and their families with a wide variety of psycho-social needs

• Ability to manage and oversee multiple tasks simultaneously, including high daily call volume, email communications and urgent matters related to CP

• Ability to develop solutions and recommend changes and follow through with implementation

• Ability to work independently in a fast-paced, demanding environment with minimal supervision

• Ability to communicate and work effectively with a diverse population of patients, staff, nurses, midwives, and physicians

• Ability to maintain helpful, caring and courteous relationships with patients, staff, nurses, midwives, and physicians

• Develops workflow procedures and implements systems to improve operations

• Understands scope of practice of Program Coordinator role and is able to delegate and refer appropriately

• Performs other duties as assigned i.e., Chaperone ultrasounds, assist support staff and/or management in non clinical tasks

• Strong customer service skills, including ability to maintain a positive relationship with patients and providers

• Ability to analyze and interpret data, identify and control deficiencies and initiate corrective action

• Must possess excellent written and verbal communication skills

• Knowledge and commitment to quality improvement processes and methodology

• Site visits to other CP locations to gather best practice principles

• Future strategic planning







Coordinator Qualifications/Additional Information

• Master of Public Health

• Excellent analytical and problem-solving skills

• Knowledge of obstetric medical terminology

• Working knowledge of the organization and where to go to get issues resolved

• Group facilitation experience

• Knowledge of EPIC / Cadence EMR

• Adult/Infant CPR Certified

• Is proficient with Microsoft Office Suite, including Outlook, PowerPoint, Excel and Word and has the ability to use the computer to complete online learning requirements for job-specific competencies, access online forms and policies, etc.

The post from Jo with the Centering job description is very helpful.  Jo, would you be willing to send me the draft document?  My email is rbaldwin@schosp.org.  I would love to adapt this to propose a dedicated Centering Coordinator position.  Thanks so much for sharing!