Policy Coordinator

Position Summary / Career Interest:

The Policy Coordinator is responsible for managing and maintaining the policies and protocols of individual University of Kansas Health System locations. This includes overseeing the development, coordination, management, publishing and archiving of policies and protocols. The Policy Coordinator will work closely with leaders throughout the organization to maintain their policies and protocols. The Policy Coordinator oversees the day-to-day management of the health system's online policy management system and may serve as a site administrator for one or more health system locations. The Policy Coordinator may also serve as a back-up to the Health System Policy Administrator and is a member of the Accreditation/Regulatory Compliance department.


Responsibilities and Essential Job Functions

• Responsible for maintaining the policy management system for individual health system locations, serving as a site administrator.
• Assist the Health System Policy Administrator with onboarding of newly acquired hospitals to the health system and providing orientation and training to site administrators and document owners/ approvers.
• Perform routine tasks in the policy management system, such as building approval workflows and standardizing policy areas with health system standards.
• Review documents prior to final posting to ensure documents represent the health system and hospital’s mission and vision, meet federal and state regulations, accreditation standards and evidence-based guidelines.
• Communicate policy and protocol documents in an organized format with version controls and tracking of changes in an organized format, assuring an archival tracking of all versions.
• Maintain and coordinate the system’s policies and protocols to ensure they are evidence-based and current in system’s online policy management system.
• Assures all new and revised documents include an education plan appropriate to the process involved, as applicable.
• Coordinate the process of preparing documents for review and approval through applicable committees.
• Able to develop documents that are concise, correct and clearly understandable, with correct grammar and formatting.
• Participate (and may lead) in policy and protocol related projects as assigned.
• Organize policy and procedure meetings, take minutes, and communicate pre-meeting and follow-up information to committee members.
• Work closely with and serve as a resource to document owners/ approvers at health system hospitals.
• Serve as a resource for staff, physicians and leadership regarding policies and protocols.
• Monitor documents for compliance with required review dates.
• Participate in system tracers and regulatory surveys as assigned.
• Must be self-motivated, highly organized and able to keep track of many processes and documents at the same time.
• Correctly use and spell medical terms.
• Able to skillfully communicate and partner with others via email, telephone and in person.
• Able to teach, share information and develop presentations.
• Use time efficiently and effectively. Able to develop and meet project time frames.
• Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
• These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

Required Education and Experience

• High School Graduate
• 3 or more years experience in organizing and maintaining documents using an online system.

Preferred Education and Experience

• Bachelors Degree from an accredited College or University.
• 1 or more years experience with medical terminology.

Required Language Skills

• Advanced English - read, write and speak English

Knowledge Requirements

• Excellent communication, writing, organizational and presentation skills; demonstrates superior oral and written communication and time management skills.
• Understanding of medical terminology.
• Advanced working knowledge of Microsoft Office, including Word and Excel.
• Travel to off-site health system locations throughout the state of Kansas and Missouri.

We are an equal employment opportunity employer without regard to a person’s race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, ancestry, age (40 or older), disability, veteran status or genetic information.