Bleeding Disorders Program Specialist,SOM, Internal Medicine, Hematology/Oncology

All full-time university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefit, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more. Learn more about VCU’s benefits here.

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education.  VCU School of Medicine comprises 18 clinical departments, eight basic health science departments, and 11 affiliated institutes and centers, and provides preeminent education to physicians and scientists in order to improve the quality of healthcare for humanity.  All full-time university staff are eligible for our generous benefits package that includes choices for health, vision, and dental coverage, life-insurance, short and long-term disability coverage, retirement planning, tax-deferred annuity and cash match programs, flexible spending accounts, tuition benefits, significant paid-time off,12 paid holidays, and more.  Explore our benefits further here: https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/ 

The Hemophilia Program Specialist is responsible for coordinating patient services, clinic logistics, and program operations within the Central Virginia Center for Coagulation Disorders (CVCCD) in the Department of Internal Medicine. This includes scheduling, patient intake, maintaining records, assisting with patient follow-ups, calling patients for appointment reminders, and supporting nurses and physicians with administrative tasks. The role also involves ensuring the accuracy and integrity of patient data across Clinical Manager, RedCap, EPIC, RightFax, Banner, Google Suites, and SharePoint, as well as routing referrals appropriately and assisting with prior authorizations. 

Additionally, the specialist serves as the Records Retention Custodian for the office, ensuring compliance with document retention policies and proper storage of medical and administrative records. The specialist is also responsible for tracking office inventory and assisting with lab and research supply needs as required. This position provides fiscal support, including finance reconciliations, procurement, and expense tracking through eVA, ChromeRiver, and RealSource.

Core Responsibilities:

Administrative & Office Management (25%)

-Maintain office files of patient records, reports, insurance details, and correspondence in an organized and accurate manner.
-Serve as Records Retention Custodian, ensuring compliance with university and department guidelines for document retention.
-Track office inventory and assist with lab and research supply needs as required.
-Operate office machines and computer applications, including Word, Excel, copy machines, calculators, and transcription equipment.
-Manage faxes and document processing for clinic operations.

Patient Coordination & Records Management (25%)

-Ensure patient records are up to date, including demographics, insurance information, treatment history, and referral documentation.
-Assist nurses and physicians with administrative tasks, including preparing documents, tracking patient follow-ups, and calling patients for appointment reminders.
-Support clinical workflow by assisting RNs and NPs with documentation and coordination of care.
-Route referrals appropriately in compliance with office policies and procedures.
-Manage pharmaceutical contacts in accordance with legal regulations and internal office policies and practices.

Financial & Fiscal Support (20%) 

-Provide fiscal administrative support by preparing and processing procurement, travel, and expense reimbursements through eVA, ChromeRiver, and RealSource.
-Assist with travel arrangements for the office and track related expenses.
-Process purchases and financial inquiries with the Program Financial Manager, including invoice resolution, order tracking, and maintaining fiscal records in Google Suites and SharePoint.
-Maintain budget reconciliation and financial tracking in compliance with university and grant-funded program guidelines.
-Assist with gathering financial documentation and reconciling reports. 

Clinic & Program Coordination (15%) 

-Enter and update patient information in Clinical Manager, RedCap, and EPIC to ensure data accuracy and compliance with VBDP operations via VDH.
-Make appointment reminder calls and create Clinic Lab Sheets and Clinic Door Lists to support smooth clinic operations.
-Support patient intake services, including scheduling lab appointments, consultations, and follow-ups.
-Assist in managing patient flow during clinic visits.

Compliance & Outreach (15%) 

-Support the Virginia Bleeding Disorders Program (VBDP) via the Virginia Department of Health (VDH), ensuring compliance with funding and reporting requirements.
-Participate in outreach efforts and track data in the Clinical Manager system.
-Assist in planning and coordinating transition calls with hemophilia centers.
-Support grant-funded program operations, ensuring compliance with funding and reporting requirements. 

Minimum Hiring Standards: 

-High school diploma or GED and 0-3 years of relevant experience, or an equivalent combination of education, training, and experience.
-Strong organizational skills with the ability to multitask and meet deadlines.
-Ability to review, analyze, and interpret programmatic and financial data in compliance with university and departmental policies.
-Excellent oral and written communication skills, including customer service and professional correspondence.
-Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications: 

-Experience assisting nurses or physicians in a healthcare setting with administrative tasks, document management, or patient tracking.
-Experience in a clinical or hospital setting, assisting with patient intake, scheduling, and insurance verification.
-Experience in prior authorizations and working with insurance companies and referring clinics.
-Familiarity with RedCap, Clinical Manager, EPIC, RightFax, Google Suites, and SharePoint for patient data management.
-Proficiency in basic medical terminology and patient privacy laws.
-Proficiency with eVA, Banner, ChromeRiver, and RealSource for financial tracking and reconciliation.
-Knowledge of procurement, travel coordination, and budget reconciliation.
-Experience handling purchasing, financial transactions, or administrative functions in a healthcare setting.
-Strong problem-solving skills with the ability to work proactively and independently.
-Ability to handle sensitive patient information with discretion and professionalism. 

Additional Information: 

ORP Eligible: - NO
Hours / weeks - 40 hours weekly 
Title Details: Bleeding Disorders Program Specialist  
University Title: Coordinator, HS  1-3, Sr. Coordinator, HS 1-3      
University Code: (22031N-22033N) (22034N-22036N)
University Job Family: Health Sciences   

This is a restricted position with no set end date and continued employment is dependent upon project needs, availability of funds, and performance.  

Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability. 

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve.  All qualified applicants are encouraged to apply. 

Demetria Patterson
demetria.patterson1@vcuhealth.org