Job Description:

The student directors are in charge of many aspects of running the clinic including: opening/closing duties, managing volunteers, financial management of funds, ordering equipment for patients, creating and updating the client schedules, calling referrals, acting as a liaison between the OT department and the St. Vincent’s front office as well as various other miscellaneous duties that are necessary throughout the clinic day.

Job Duties:

• Opening Duties
• Turn on the AC units and lights
• Bring computer and vitals cart downstairs (no longer needed)
• Set-up computer with google drive, epic, schedule
• Print all necessary paperwork for the day
• Unlock cabinets with supplies
• Review client list including any cancellations
• Manage volunteers
• Send out volunteer sign-up on email
• Send email to selective students and volunteers about information about where to park, what to expect, time, etc.
• Send out shadowing sign-up
• Delegating various cleaning organizational duties to volunteers
• Advocacy
• Advocate for OT to other professions at St. Vincent’s and on campus
• Attending health fairs
• Liaison between OT department and St. Vincent’s office
• Communication with Liz about scheduling
• Send on monday
• Ensuring every client doesn’t have insurance coverage
• Attending IP Clinic to update other medical professionals
• Every wednesday
• Financial management of funds
• Distribution of donated funds
• Plan fundraisers in advance for each semester
• Maintain clinic budget
• Keep up budget spreadsheet
• Planning, organizing and updating the clinic schedule
• Coordinating client and selective schedules
• Updating client list for the week and distribute confirmations and cancellations to students and faculty treating
• Tracking client arrival and departure times on Epic, as well as how many no-shows they have on the client list on google drive
• Calling existing referrals to get them on the schedule
• Create weekly schedule on Epic
• Check clients in/out on Epic
• Miscellaneous
• Providing treatment notes for clients as needed
• Transferring clients plan of care if leaving clinic (new medicare pt.) or need PT referral
• Ensure cabinets are organized
• Continuously seek out referrals
• Continuously seek out financial opportunities for St. Vincent’s
• Ensure that supplies/linens are not running low
• Maintain equipment
• Helping selective students with issues/problems that may occur during the day
• Closing Duties
• Take computer and other items back upstairs
• Turn off lights, lock door handle
• Have volunteers put back tables in the back, right corner
• Make the following week’s schedule and add to Google Drive and Epic
• Monday/Tuesday
• Call patients to confirm appointments
• Find new patients to fill open spots
• Email Liz list of spanish speaking patients to call and confirm
• Send out volunteer signup
• Wednesday
• Go to IP clinic (usually show up around 1:00ish)
• Finalize schedule in Epic
• Call patients who couldn’t be contacted earlier in the week (LM) and those that prefer a reminder on wednesdays
• If needed, talk to patients at IP who are appropriate for outpatient clinic about being scheduled downstairs
• Assist with PALs
• talk to other professions if necessary
• Send out outpatient schedule to students and faculty via email
• Schedule bus rides if needed
• Thursday
• Print papers
• Call patients who need day of reminders
• Bring down vitals cart/big computer if needed
• Wash towels
• Check hydrocollator temperature and update log (wednesday and thurs)
• Clean hydrocollator (biweekly)
• Start calling patients who have not arrived five min after session start (at your discretion)
• Update no show numbers for patients
• Change appointment types for next weeks appointments (update initial eval to follow up)
• Other stuff throughout the week:
• Attend monthly clinic meetings (chair)
• Attend IP committee meetings
• Help facilitate clinic events (find volunteers/delegate to other people)
• Send OT metrics every month to apkakkil@utmb.edu (may change)
• Chair responsibilities:
• Attend meetings
• Communicate with other chairs
• Update team on OT needs/concerns etc.
• Vote on issues that concern OT