Program Administrative Coordinator

Supports multiple grant and Infectious Disease programs by performing programmatic and administrative duties as described below.

Verify patient eligibility, research HIV related co-morbidities, authorize and process requests for Ryan White patient specialty referrals and lab services. Provide ICD codes to lab service companies as needed.

Review patient claims for allowability, insurance filing and payment. Determine allowable payment rates using the Virginia Department of Medical Assistance Services (DMAS) website.

Using the procurement system, code and process patient claims, distinguishing between multiple grants and object codes.

Using the internal Access payment database, prepare mail merge letters to specialists explaining reasons for payment amounts and denials.

Follow-up with external specialists on patient procedures and appointments

Enter client level data into CAREWare (Federal data tracking system) and in-house Access data bases. Scan records and add clinical items in Allscripts

Determine medical insurance coverage through Emdeon and other insurance carrier systems

Order division office supplies, business cards, staff licenses, memberships and conferences thru OneSource

Manage arrangements for meetings

Receive, sort, and process mail for distribution with the infectious disease division

Assist Division Director with preparation for lectures and presentations

Facilitate telecommunications and information technology additions and changes.

Process travel advance and reimbursement requests

Prepare/update worksheets to track employee and patient information

Acts as back up to Program Manager of Grants when needed

Order medical supplies for off -site clinics

Perform other duties as required.

Degree preferred with experience, preferably in a medical or grant setting. Knowledge of HIV medical care delivery system desired but not required. Candidate should be experienced with Internet Explorer, Microsoft Excel, and Microsoft Word, have familiarity with Microsoft Access and be able to distinguish patient enrollments between various grants. The division is funded by multiple grants and attention to detail is critical program/grant compliance.