WashU IT

Administrative Assistant

• Provides administrative support to the Vice Chair of Clinical Research, Department of Emergency Medicine Leadership, and Faculty within the Department Research Section
• Handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications
• Manages Outlook calendar and schedules meetings
• Plans and coordinates meetings and events, including vendor negotiations
• Initiates, writes, creates and edits various communications
• Arranges domestic and foreign travel for faculty/guests
• Updates and maintains website for the EMERGE Summer Research Program
• Coordinates special projects as assigned by the Research Director and Faculty leadership

Administrative Coordinator III – Emergency Medicine

General

• Completes pre-certifications for complex and specialized services as indicated on therapy and treatment plans
• Reads and analyzes therapy and treatment plans, drug protocols, and clinical documentation
• Completes authorization process with the payer and in EPIC
• Completes rechecks on existing pre-certifications by verifying insurance eligibility
• Works with clinical staff and providers on add-ons, denials and peer to peers through to resolution
• Performs other duties as assigned

Pre-Certification Coordinator II – Department of Medicine

• Leads the pre-certification section in daily activities and prioritization of assignments
• Assists in adjusting daily assignments based on coverage needs of the team and unit
• Answers the pre-certification phone lines; assists with billing inquiries, insurance questions, and missing order and pre-certification issues
• Acts as liaison between department facilities and physician offices
• Contacts appropriate insurance companies for benefit verification and pre-certification of procedures and testing
• Supplies all documentation required during pre-certification process to insurance companies
• Documents when pre-certification is received from insurance companies and maintains open communication with physicians and their assistants regarding concerns or when physician involvement is needed
• Provides training and education to staff
• Assists staff with complex cases avoiding denials and physician peer to pears
• Reviews denials to see if there is a potential for re-consideration
• Provides feedback to management regarding staffing concerns and process improvement

Lead Pre-Certification Coordinator – Department of Medicine

• Completes pre-certifications for complex and specialized services as indicated on therapy and treatment plans
• Reads and analyzes therapy and treatment plans, drug protocols, and clinical documentation, as well as payer policies and patient benefits
• Completes the authorization process with the payer and in EPIC
• Completes rechecks on existing pre-certifications by verifying insurance eligibility and all authorization information for all applicable services
• Confirms all recheck information is documented in EPIC
• Works with clinical staff and providers on add-ons, denials and peer to peers through to resolution
• Performs other duties as assigned, such as assistance with denials, rejections and appeals

Pre - Certification Coordinator II

Research Analyst

• Serves as the liaison between University stakeholders and companies, major foundations and non-profit entities, and government agencies.
• Manages the contract portfolio of departments and schools.
• Drafts and negotiates clinical research agreements, laboratory agreements, and other types of contracts.
• Advises faculty and staff on issues affecting contractual relationships.
• Reviews contract and agency guidelines to safeguard the interests of the university.
• Evaluates risk associated with transactions and agreements.
• Maintains electronic records that are consistent and current.

Contract Specialist – Office of the Vice Chancellor for Research

• Provides administrative assistance to multiple faculty members
• Maintains faculty calendars and schedules meetings (in person and virtual)
• Assists with conference registration, travel arrangements, and expense reimbursements
• Maintains physician curriculum vitae and licensure
• Assists with physician re-credentialing of hospital privileges every two years
• Prepares correspondence as needed
• Assists physician in completing forms, scans and faxes documents, prepares copies, maintains electronic and hard files
• Responds to EPIC tasks
• Answers phone and greets visitors; responds to inquiries and provides information
• Receives, sorts, and distributes mail
• Performs other duties as assigned

Administrative Assistant I – Otolaryngology

• Supports the academic and research mission of WashU by advising and providing services to international students on immigration compliance.
• Provides individualized advising to international students on immigration matters, including maintenance of status, enrollment and employment requirements, extensions, travel and reentry, program changes, and related issues.
• Serves as a Designated School Official (DSO) and Alternate Responsible Officer (ARO) and ensures institutional compliance with federal immigration regulations.
• Prepares and processes immigration requests and associated documentation for university sponsored F‑1 or J‑1 statuses.
• Consults with OISS senior advisors and/or associate directors on complex issues affecting international students.

International Student Advisor – Provost Office

• Provides research services through email, chat, virtual, and in-person consultations
• Teaches patrons how to choose, evaluate, and use relevant tools for their research needs
• Designs, delivers, and assesses information literacy instruction
• Develops and maintains subject-specific collection policies
• Engages with departmental faculty, students, and staff for collection development
• Liaises with stakeholders in assigned subject areas to promote library services
• Participates in professional development opportunities
• Assists with the daily operations of the East Asian Library

Subject Librarian, East Asian Languages and Cultures

• Provide comprehensive nursing care and support to geriatric patients in accordance with established clinical guidelines, policies, and standards of practice
• Conduct telephone triage assessments via incoming and outgoing calls
• Evaluate patient symptoms and concern, provide appropriate nursing advice, and escalate urgent issues to providers when necessary
• Manage incoming and outgoing patient phone communications, phone triage, including appointment scheduling, follow-up coordination, and communication of test results and provider recommendations
• Review, prioritize, and respond to patient portal (MyChart) messages in a timely and professional manner
• Prepare, pend, and process medication refills, laboratory orders, diagnostic testing orders, referrals, and other provider-directed orders following established protocols
• Review patient medical records and clinical documentation to ensure appropriate medication refill requests and continuity of care
• Complete and process a variety of patient-related forms and documentation
• Facilitate electronic document completion and signature workflows through DocuSign and other approved electronic platforms
• Request, obtain, review, and maintain external medical records to support ongoing patient care, treatment planning, and provider review
• Coordinate communication among patients, caregivers, providers, specialists, pharmacies, and community resources to ensure continuity of care
• Educate patients and family members regarding treatment plans, medications, disease management, preventive care, and available healthcare resources
• Maintain accurate, complete, and timely documentation within the electronic health record (EHR) system
• Assist with care coordination, chronic disease management, and follow-up for geriatric patients with complex medical needs
• Ensure compliance with HIPAA regulations, organizational policies, and applicable state and federal healthcare requirements
• Participate in quality improvement initiatives and support a patient-centered approach to care delivery

RN Staff Nurse I – General Medicine, Geriatrics

Analyst

• Configuring, modifying, testing, and maintaining Epic & other Clinical applications
• Building collaborative relationships with hospital leadership, clinical department users, technology, and corporate departments
• Providing second-tier support to end users for reliable application system availability and performance
• Designing, verifying, documenting, amending, and refactoring complex software configurations
• Developing and executing test plans and test cases
• Investigating and resolving application-related issues
• Prioritizing and diagnosing incidents and documenting resolutions
• Participating in an after-hours on-call rotation

Analyst II – Epic EHR Application

Billing Specialist

• Obtains insurance information from patients and counsels alternative ways for financial assistance
• Communicates with physicians and clinical staff to assist with scheduling urgent or referred patient scheduling calls/requests
• Provides patient scheduling services to include collecting demographics and insurance registration
• Reviews schedule for new patients and makes updates when necessary
• Calls patients with appointment time reminders; obtains insurance information and referral forms
• Processes internal physician referrals for clinical care
• Explains billing process to patients, answers incoming inquiries from patients and third-party payers
• Works with others to solve moderately complex problems
• Assists patients with insurance questions regarding the billing process
• Assists staff with sending out reminder cards and other scheduling duties

Billing/Scheduling Associate II – Ophthalmology

• Obtains insurance information from patients
• Counsels alternative ways for financial assistance
• Reviews schedule for new patients and makes updates when necessary
• Calls patients with appointment time reminders
• Processes internal physician referrals for clinical care
• Explains billing process to patients
• Assists with basic account maintenance activities
• Assists patients with insurance questions regarding the billing process
• Works with the Relatient patient reminder system results
• Makes daily edits and temporary changes to provider scheduling templates based on physician input
• Performs other duties as assigned

Billing/Scheduling Associate II – Obstetrics and Gynecology

• Provide strategy and direction for daily operations of the Office of the University Registrar.
• Act on behalf of the University Registrar in their absence.
• Supervise associate university registrars for curriculum, records and systems and technology, providing appropriate support and direction for each team while facilitating coordination across units.
• Ensure teams adhere to service models to provide high-quality, responsive engagement with campus constituencies.
• Foster an office-wide responsive service orientation that supports the academic mission of the university.
• Collaborate with the associate university registrar for data and analysis and the associate director of academic engagement to ensure the University Registrar is appropriately informed of office operations and emergent issues and consulted as necessary.
• Monitor process, documentation and training practices to ensure consistency and accuracy across units and recommend improvements.
• Provide appropriate direction and advice for campus partners such as Athletics, the Center for Career Engagement, Advancement, the Office of the Provost, etc.

Senior Associate University Registrar

• Responsible for the delivery of multiple functions and activities to support the Research Management System (RMS) for units across the University
• Perform moderately complex research, analyze technology, consult vendors, and apply best practices to design technical solutions
• Advise end users on application best practices and functionality
• Respond to and resolve moderately complex incidents/requests submitted by customers
• Develop and maintain documentation related to services, solutions, and applications
• Validate, test, and implement solutions, new features and functionality
• Engage regularly with vendors to understand application product release roadmaps and functionality

Application Analyst II

Accountant

• Completing day-to-day finance and accounting functions associated with the capital project planning and administration process.
• Identifying and establishing project funding sources, approving and tracking progress payments, calculating and billing earned project management fees.
• Managing capital projects workflow ensuring compliance with quality control and process standards.
• Serving as financial business partner to Director and other project stakeholders.
• Preparing financial materials for project review meetings and performance metrics.