Coordinator - Gastroenterology

Department: Gastroenterology
Designation: Gastroenterology Coordinator
Reporting To: HOD - Gastroenterology / Medical Superintendent
Location: Hospital
Employment Type: Full-Time

1. Job Purpose

To coordinate the day-to-day clinical and administrative activities of the Gastroenterology Department, ensuring smooth patient flow, effective coordination between patients, doctors, nursing staff and diagnostic/procedure departments, and timely completion of consultations, investigations and gastroenterology procedures.

2. Key Responsibilities A. Patient Coordination

• Coordinate appointments and consultations for Gastroenterology patients.
• Manage patient scheduling for OPD, follow-up consultations and procedures.
• Coordinate patient movement between OPD, diagnostics, endoscopy and other departments.
• Provide patients and attendants with necessary information regarding appointments, investigations and procedures.
• Coordinate admission and discharge-related requirements with concerned departments.
• Follow up with patients regarding scheduled consultations and procedures.

B. Endoscopy Procedure Coordination

• Coordinate scheduling of procedures such as:
  • Upper GI Endoscopy
  • Colonoscopy
  • ERCP
  • EUS
  • FibroScan and other gastroenterology-related procedures.
• Coordinate with consultants, endoscopy technicians, nursing staff and OT/procedure-room staff.
• Ensure procedure slots are properly scheduled and utilized.
• Confirm availability of required equipment, consumables and supporting staff.
• Coordinate pre-procedure and post-procedure requirements.
• Ensure patients receive appropriate instructions regarding preparation for procedures.
• Track cancellations, postponements and rescheduled procedures.

C. Coordination with Clinical Support Departments

Coordinate with:

• Gastroenterology Consultants
• Nursing Department
• Endoscopy Unit
• OT/Procedure Room
• Radiology
• Pathology/Laboratory
• Pharmacy
• Billing Insurance/TPA
• Medical Records
• Front Office
• Housekeeping
• Biomedical/Engineering Department

3. Patient Follow-Up

• Maintain a database of Gastroenterology patients requiring follow-up.
• Follow up on pending investigations, reports and consultations.
• Coordinate follow-up appointments with consultants.
• Track patients scheduled for repeat procedures or investigations.
• Ensure important reports are available to the treating consultant before consultation/procedure.
• Assist in maintaining continuity of care and patient communication.

4. MIS Documentation

• Maintain daily and monthly Gastroenterology MIS.
• Maintain records of:
  • OPD consultations
  • Procedures performed
  • Endoscopy/colonoscopy cases
  • ERCP/EUS cases
  • Admissions
  • Discharges
  • Follow-ups
  • Cancellations
  • Pending cases
• Prepare departmental reports for the HOD and hospital management.
• Maintain accurate patient and procedure-related documentation.
• Track consultant-wise and procedure-wise statistics where required.

5. Revenue Billing Coordination

• Coordinate with Billing/TPA/Insurance departments for procedure-related billing.
• Ensure appropriate procedure packages and charges are communicated to patients.
• Follow up on pending approvals from insurance/TPA.
• Coordinate pre-authorisation requirements for planned procedures.
• Track billing-related issues and coordinate their resolution.
• Assist management in monitoring department revenue and procedure volumes.

6. Quality Patient Experience

• Ensure departmental processes are followed as per hospital SOPs.
• Maintain patient confidentiality and privacy.
• Assist in resolving patient queries and complaints.
• Coordinate with the concerned departments to address patient concerns promptly.
• Support the department in maintaining quality and patient-safety standards.
• Assist during internal audits and accreditation-related activities, including NABH requirements.

7. Administrative Responsibilities

• Maintain departmental files, registers and records.
• Prepare daily schedules and procedure lists.
• Coordinate meetings and departmental activities when required.
• Maintain updated contact details of consultants and departmental staff.
• Coordinate procurement requests for departmental requirements.
• Monitor availability of forms, stationery and other administrative requirements.
• Escalate operational issues to the HOD/concerned authority.