Program Coordinator

The Cardiovascular Performance Program (CPP) at the Massachusetts General Hospital Corrigan Minehan Heart Center offers comprehensive cardiovascular care and physiologic testing for active individuals, ranging from recreational exercisers to professional sports athletes. Our services can be tailored for both healthy individuals and for those with established or suspected heart and vascular disease.

Our goals are to provide comprehensive and timely clinical care, advanced research, education and community outreach. Developed in 2009, our program was the first of its kind and is now an internationally recognized specialized program for athletic patients with cardiovascular disease and/or associated risk factors.

Our team is looking for an energetic, organized individual to come join us in our mission to help patients with cardiovascular disease reach their goals for exercise performance in a safe and productive way.

Under general supervision of the Director of the Cardiovascular Performance Program and the Administrative Manager, the Program Coordinator responsibilities include being a liaison between the program leadership and relationships with key partners across New England, managing multiple concurrent programs; analyzing program metrics and preparing data summaries; identifying and implementing process improvements, and supporting hospital staff and patients. The scope of responsibilities could range from developing patient materials and communications, to aiding providers as needed and supporting broader initiatives across the CPP as needed.

Program Responsibilities

• Supports the development and implementation of operational projects including:

- Defining clear and comprehensive project scope

- Preparing communications and supporting materials to report out to management team, executive sponsors on project achievements and obstacles.

• Identifies opportunities for improvements and increased efficiency in program operations.
• Develops virtual, traditional and audiovisual materials, along with oral and written communications for patients, providers, and staff.
• Supports meetings by preparing agendas, recording meeting minutes, and developing other visual supporting materials.
• Meets regularly with Director concerning daily assignments, policies and procedures, and assigned projects.
• Support for CPP fellowship and scheduling trainee clinic sessions
• In collaboration with the Program Director and Cardiology Administration, oversees the Cardiac Performance Program website and social media accounts. Ensures that it promotes current and accurate information.

* Help draft and format program updates released by the CPP for patients and other faculty as appropriate.

* Key giver for employees needing access to Shared File Areas, CPET clinical informatics system, etc.

* Other duties as directed.

New Patient Referral Coordination

• Serve as initial point of contact / oversight for direct new patient referrals and Heart Center Access Office referrals.
• Screen initial patients to confirm appropriateness for CPP
• Explain service offerings of CPP
• Confirm our policy of collaborating with referring physicians
• Determine necessity of pre-visit record retrieval / same day testing for upcoming visit
• Triage new patients to CPP providers
• Delegate scheduling tasks to CPP PSC
• Ensure scheduling loops are closed and all referrals are vetted in <2 business days

Liaison with External Referral Sources

* Serve as point person for the numerous organizations that the program has a referral relationship with:

o Colleges and universities

o Amateur sporting organization

o Professional Sports Teams

o MGH Home Base Program

* Explore potential collaboration with new organizations for potential patient referrals.

Organization and Process Improvement

• Facilitates collaborative sessions with program stakeholders to develop customized workflows and refine processes.
• Analyzes program metrics and prepares data summaries and analyses to support team and program decisions.
• Supports the administrative needs of any planned educational sessions.
• Manages a wide range of information gathering, synthesizing and reporting activities for the CPP and helps facilitate meetings with internal and external stakeholders.
• Leads special projects for CPP as needed which may include:

- Data collection and tracking of program metrics.

- Reporting out on current status, patient or provider metrics, volume data, etc.

- Developing volume reports for CPP stakeholders

* Exceptional organizational skills, ability to organize information and to manage multiple projects at once.

* Strong attention to detail

* Excellent written and oral communication skills with the ability to communicate clearly and concisely.

* Highly flexible and able to adapt to change quickly.

* Capable of thriving in a fast-paced environment and able to work well under pressure.

* High energy level, enthusiastic, and eager to help where necessary.

* Ability to handle sensitive information with absolute confidentiality and seeking guidance when needed.

* Ability to work independently or to escalate issues as needed.

* Proficient in Microsoft Outlook, Microsoft Word, Excel, and PowerPoint,

* Working knowledge of REDCAP, New Innovations, and Open Tempo are a plus.

* Working knowledge of Project Management and CRM tools are a plus.

- Bachelor's degree required.

- 3 + years related experience required, programmatic experience strongly preferred.

Massachusetts General
Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and
ideas, we choose to lead. Applications from protected veterans and
individuals with disabilities are strongly encouraged.