Houston, Texas

At Houston Methodist, the Transplant Clinical Assistant position is responsible for assisting the Transplant Coordinators in all activities related to patient care. This position will communicate closely with the Coordinators to provide a continuum of care for the patient. In addition to scheduling procedures and diagnostic testing for patients, the Transplant Clinical Assistant position will assist with prescription refill management per protocol; including assisting with medication prior authorization as applicable. This position is responsible for updating and maintaining patient's disposition in electronic medical record (EMR) and prepares records for insurance companies for financial clearance. The Transplant Clinical Assistant position prepares letters to referring physicians.

Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 20%

  1. Utilizes courteous and professional interpersonal skills to establish and maintain rapport with patients, physicians/office personnel and various hospital personnel, while maintaining patient confidentiality. (EF)
  2. Communicates appointment reminder calls per protocol and follow-up calls for missed appointments per protocol to patients. (EF)
  3. Fosters teamwork approach in all interactions with peers and team members. Anticipates needs of other team members; proactively offers assistance. Provides contributions towards improvement of department scores for turnover/retention/employee satisfaction on unit-based scorecard, i.e. peer-to-peer accountability. (EF)

  1. Schedules procedures and consults across multiple departments according to protocol during each applicable phase of referral to transplant including order processing management (i.e indicating appropriate billing designation, obtain signatures, fax and scan orders). Prepares letters to referring physicians. Prepares itineraries for transplant protocol testing and appointments and sends to patient. Ensure itinerary is documented/scanned in electronic medical record. (EF)
  2. Responds to patient calls and messages within a timely manner. Diligently reviews and triages the appropriate electronic and traditional fax management. Documents all interactions with patients via electronic medical record (EMR). (EF)
  3. Responsible for clinic prep (including correcting appointment information if applicable) ensuring providers and referring MDs are recorded, appropriate flags are indicated, and gather/scan records and lab/diagnostic results into EMR. Independently follows up to ensure appointment/ testing has occurred; retrieve results for Coordinator to review. Obtains outside medical records and scans appropriately into departmental EMR via manual and medical records retrieval processes. Facilitates out-going medical records requests. (EF)
  4. Contributes to meeting department and organ program targets for patient satisfaction measures on department dashboard. (EF)

  1. Creates,maintains and reconciles patient information in department EMR. Updates and maintains patient disposition in EMR throughout the transplant phases for accurate capture of patient progression. (EF)
  2. Assists with updating EMR with changes to include medical, surgical, family and social history and ensuring all diagnostic results are interfaced into report and/or entered manually into the EMR - as applicable to role assignment. (EF)
  3. Responsible for outside medical records, scan into chart/dispose of paper chart. Assist with consent management in EMR as applicable. Processes patient letters, and other applicable correspondence for mail out. Sends referring/outside physicians and applicable person(s) copies of records and information pertinent to care management. (EF)

  1. Obtains, in advance, per protocol, pre-authorization/certification for diagnostic testing/procedures and seeks out causes for barriers when this is not possible. Ensures the timely sending of designated insurance records for financial clearance for patient evaluations and listing approvals when applicable and/or directed by Coordinator. (EF)
  2. Assist and completes Patient Assistance applications, as needed. Assists nurse coordinators with return to work, disability and other patient assistance forms. (EF)
  3. Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes resources and time efficiently and helps other team members. (EF)

  1. Participates in department donor awareness events, educational opportunities, and community activities. Stays informed with department activities and development by attending minimum of 75% of staff meetings. (EF)
  2. Identifies and assumes responsibility of own learning needs, consults with healthcare team experts and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management. (EF)

This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.


  • High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)

  • Previous experience in a medical office setting preferred


  • N/A


  • Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
  • Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
  • Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
  • Demonstrates ability to learn and perform with other pre and post transplant assistant roles
  • Adapts to unexpected changes


Work AttireYes/NoUniform NoScrubsYesBusiness professionalNoOther (dept approved) Yes
On-Call* No (for Non-Exempt or Exempt jobs)
*Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Event, etc) regardless of selection above.

May require travel within NoHouston Metropolitan area 
May require travel outside No of Houston Metropolitan area 
**Travel specifications may vary by department.

Please note any other special considerations to this job: __________________________

Company Profile:

Since its founding in 1919, Houston Methodist Hospital has earned worldwide recognition. Houston Methodist Hospital is affiliated with the Weill Medical College of Cornell University and New York-Presbyterian Hospital, one of the nation’s leading centers for medical education and research. In 2022, U.S. News & World Report named Houston Methodist Hospital to its prestigious Honor Roll for the sixth time. Also, in this year’s rankings, Houston Methodist Hospital was named the No. 1 hospital in Texas for the 11th year in a row. Houston Methodist Hospital directs millions of research dollars into patient care and offers the latest innovations in medical, surgical and diagnostic techniques. With 946 operating beds, 85 operating rooms and nearly 8,500 employees, Houston Methodist Hospital offers complete care for patients from around the world.

Houston, Texas

At Houston Methodist, Leading Medicine is more than a description of what we do; it's who we are. We take our responsibility as Houston's premier health care system seriously, and with a national reputation for excellence in patient care, innovation and research, we hold ourselves and the careers we build to a higher standard. Our culture is diverse, dynamic and challenging. We believe in our I Care Values and conduct ourselves with Integrity, Compassion, Accountability, Respect for others and a commitment to Excellence. Discover the difference for yourself and join Houston Methodist.

You can click on the video links below to learn more!

·  About Houston Methodisthttps://www.youtube.com/watch?v=ClN3mmKT0EI

·  Nursing at Houston Methodisthttps://www.youtube.com/watch?v=EUfmVeansTo

·  Houston - Best City to Live Inhttps://www.youtube.com/watch?v=MzLQzGBjHJw