Oregon Health & Science University Foundation

General

• Handle all aspects of scheduling within the PHO & Infusion ambulatory department
• Gather correct patient demographics and financial information
• Confirm health coverage, managed care arrangements, and non-covered service status
• Schedule ambulatory appointments, procedures, and admissions within the PHO & Infusion department
• Provide high-quality customer service to patients, referring providers, OHSU Health providers, and staff
• Document telephone calls regarding medication refills, complaints, general information inquiries, and urgent health concerns
• Greet patients and confirm appointment attendance
• Verify and update the common data set online
• Explain and satisfy patient signature requirements
• Obtain prior medical records and studies and organize records for upload into the electronic health record
• Ensure diagnostic studies are available before appointments when appropriate
• Enter information accurately into OHSU EMR and medical records
• Mail information packets and remind patients about follow-up appointments
• Place calls to schedule appointments and coordinate procedures
• Assist with high-volume incoming phone lines and appointment confirmation calls
• Triage and document patient telephone calls and deliver information to appropriate providers
• Direct callers to appropriate faculty, staff, or departments
• Share PAS-R expertise and information with PAS Specialists
• Maintain working knowledge of diagnostic and procedural coordination
• Fill in for subordinate PAS positions as needed
• Complete PAS training, core competency assessments, and required updated modules
• Maintain a clean, safe, and orderly environment and follow infection control, life safety, patient safety, fire, electrical safety, and disaster plan policies
• Maintain supplies, equipment, and forms and report cleaning or repair needs
• Maintain current surgery schedules and serve as liaison to physicians, nursing staff, coworkers, admitting, and perioperative services
• Collect information needed to schedule surgeries, procedures, and admissions, including equipment and sedation needs
• Schedule procedures, infusions, ambulatory admissions, and ancillary services
• Resolve provider and patient concerns and surgery-related problems using problem-solving and negotiation skills
• Give instructions to PAS personnel regarding processes and procedures
• Provide on-the-job training, orientation, guidance, and coaching for new PAS personnel
• Review work for conformance to standards and provide performance information when required

PAS Resource Specialist

• Provides operational leadership support to Ambulatory Access Services scheduling staff
• Serves as a senior subject matter expert for referral processing, new patient scheduling, and access workflows
• Supports training, quality improvement, operational readiness for workflow or system changes, and consistent communication across specialties
• Analyzes operational data and identifies workflow gaps
• Supports staff development through non-disciplinary counseling
• Helps stabilize operations during high-volume periods, outages, or process changes
• Maintains advanced knowledge of referral processing workflows and clinic scheduling matrices
• Shares expertise and disseminates workflow updates to scheduling teams
• Prepares and maintains referral-processing and scheduling documentation
• Provides targeted training and workflow guidance
• Performs quality reviews of referral processing and scheduling accuracy
• Forwards findings to leadership and ensures corrections are completed and documented
• Provides direct operational support during periods of high demand
• Coordinates new employee checklists, required training, and system access
• Provides on-the-job orientation and department-specific training
• Provides input on staff performance trends, workflow challenges, and operational training needs
• Provides non-disciplinary coaching and assists with problem identification and resolution
• Provides operational coverage when necessary
• Communicates performance expectations and PAS policies and procedures
• Recommends workflow and operational improvements
• Supports administrative coordination, department resources, and supplies
• Participates in operational improvement initiatives and implementation of new workflows
• Provides customer service to patients, referring providers, clinics, and internal partners
• Supports escalations and complex patient access issues
• Participates in phone or referral-processing coverage during staffing shortages or high-volume periods
• Models department service standards and professionalism
• Performs other duties as assigned

Ambulatory Access PAS Coordinator

Executive Assistant

• Provide confidential and complex administrative services for Health Plan Services and the Office of Payor Strategy
• Support the Chief Administrative Officer and Executive Medical Director of Health Plan Services, with additional support for other leaders and team members
• Manage complex scheduling priorities, day-to-day meetings, executive commitments and schedule conflicts
• Facilitate and support board, committee, credentialing subcommittee and leadership meetings
• Coordinate leadership and all-team retreats, including space, refreshments, A/V, supplies and event logistics
• Prepare agendas, gather, proofread, format and compile meeting materials
• Communicate with meeting participants and distribute secure materials
• Attend and facilitate meetings, including recording, presentations and virtual technical elements
• Compose meeting minutes and maintain meeting documentation
• Coordinate travel arrangements and facilitate travel expense reimbursement
• Provide ad hoc scheduling support for leaders and team members
• Process invoices, purchases, reimbursements and P-card transactions
• Draft and proof correspondence, presentations, organizational charts, agreements and contracts
• Serve as IT Contact for technology and equipment requests, software orders and IT communications
• Serve as Kronos timekeeper and support timekeeping inquiries
• Review, sort, scan and distribute incoming mail
• Process and deposit annual CIN provider member dues checks
• Provide backup administrative support during vacations and emergencies
• Assist with recruiting, new-hire paperwork, onboarding and training
• Collaborate with executive support staff on office duties and projects

Senior Executive Assistant

Manager

• Contribute to strategic planning, resource allocation, and operational goal setting for enterprise coding services
• Direct coding operations, workflow strategy, capacity planning, and resource allocation
• Provide guidance on complex coding and documentation issues and ensure accurate, compliant code assignment
• Establish, monitor, and evaluate productivity, quality, audit, compliance, and service-level performance metrics
• Implement corrective actions and continuous improvement initiatives
• Liaise among coding, revenue cycle, providers, clinic leadership, and external stakeholders
• Lead coding education, policy development, process improvement, and change management initiatives
• Participate in audits, committees, and quality improvement activities
• Lead and manage coding staff, including workforce planning, staffing, onboarding, work assignment, training, cross-training, attendance management, and staff development
• Oversee performance management, including goal setting, evaluations, development planning, coaching, and corrective action
• Promote employee engagement, professional development, and cross-training
• Ensure compliance with attendance, timekeeping, and workforce management policies
• Communicate organizational priorities and departmental objectives while fostering a collaborative and accountable team culture
• Perform other duties as assigned

Enterprise Coding Manager

• Serve as the central point of coordination and oversight for the portfolio of ITG-supported Design & Construction, infrastructure, and space-related initiatives
• Lead and develop team members through coaching, feedback, performance management, and career growth planning
• Set goals, priorities, and performance expectations aligned with organizational objectives
• Manage team capacity, resources, and workloads
• Recruit, onboard, and retain talent
• Identify and manage portfolio projects and initiatives with the Manager, IT Plant Design and Operations
• Partner with Facilities, Design & Construction, Operations, and IT teams to integrate technology requirements into project planning and delivery
• Lead and manage IT projects supporting construction, renovation, and infrastructure initiatives through late Programming through Closeout phases
• Drive standardization, process improvement, and best practices across construction and infrastructure programs
• Support Project Managers in operational readiness and facility activation activities
• Establish and maintain portfolio governance frameworks, standards, and processes
• Oversee portfolio intake, prioritization, approval, and performance management
• Facilitate governance and portfolio review forums
• Track and report portfolio health, including budget, schedule, resources, risks, benefits realization, and strategic outcomes
• Support the Resource Data Specialist in monitoring project time entry, resource allocation, and portfolio reporting
• Maintain technical and professional competency through training, professional organizations, seminars, and other development opportunities
• Perform other duties as assigned

PAS Resource Specialist

Ambulatory Access PAS Coordinator

Senior Executive Assistant

Enterprise Coding Manager

IT Portfolio Manager, Construction & Infrastructure