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 ResponsibilitiesA. 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.