Allergy Clinical Operations Coordinator

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Current Registered Nurse license issued by the state in which services will be provided or current multi-state Registered Nurse license through the enhanced Nurse Licensure Compact (eNLC).

2. Obtain certification in Basic Life Support within 30 days of hire date.

EXPERIENCE:

1. Four (4) years of nursing or clinical experience

PREFERREDQUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's degree in Nursing (BSN).

EXPERIENCE:

1. Previous allergy/immunotherapy experience

2. Previous supervisor or leadership experience.

3. Experience with sterile compounding

4. Experience with regulatory compliance

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Provide comprehensive operational leadership and full accountability for the Allergy Service Line, ensuring safe, compliant, and efficient daily operations serving approximately 2,000 active immunotherapy patients across multiple locations.

2. Collaborate with departmental leadership, compliance, finance, and clinical teams to ensure strategic alignment of allergy operations with institutional standards and departmental objectives.

3. Analyze and interpret service line metrics including patient volume, operational efficiency, quality indicators and financial performance to support sustainable program growth and operational optimization within the allergy program.

4. Identify, assess, and implement corrective action plans to mitigate regulatory, clinical, operational and financial risk within the allergy program.

5. Maintain direct oversight and accountability for sterile allergen immunotherapy compounding within the allergy program in compliance with USP 797 standards, institutional policies, and internal MD protocols, including preparation of testing boards for all clinic locations to ensure standardized extract preparation and clinical readiness.

6. Maintain ownership and maintenance of all allergy-related Standard Operating Procedures (SOPs), ensuring ongoing regulatory alignment, policy updates, and operational consistency.

7. Provide oversight and subject matter guidance in support of audit preparedness and regulatory inspections, including Joint Commission, infection prevention, and institutional compliance reviews.

8. Oversee compounding documentation systems including mix lists, lot tracking, expiration dating, and quality assurance logs to support audit readiness.

9. Provide ongoing education and oversight to ensure adherence to evolving regulations and protocols.

10. Direct clinical administration standards for allergy testing and immunotherapy treatment within the allergy program, ensuring adherence to established safety protocols, including oversight and review of injection logs for patients receiving immunotherapy at home or at external clinic locations to maintain continuity of care and patient safety.

11. Ensure patient eligibility and protocol adherence prior to immunotherapy compounding per internal MD protocols and exercising advanced clinical judgment to prevent inappropriate therapy continuation.

12. Oversee verification of provider orders, dosing schedules, escalation protocols, extract concentrations, and expiration parameters to ensure clinical accuracy and patient safety.

13. Oversee allergy triage processes, including assessment of adverse reactions, dose modifications, and coordination with providers for clinical escalation.

14. Maintain accountability for anaphylaxis preparedness protocols, emergency response standards, and proactive risk mitigation strategies within the allergy program.

15. Monitor, investigate and report safety events and near-miss occurrences, implementing process improvements to prevent recurrence.

16. Ensure billing compliance and revenue integrity within the allergy program, including oversight of charge capture accuracy and adherence to Medicare and commercial payer "incident-to" requirements.

17. Manage allergen extract inventory, supply utilization, preparation schedules and coordinated delivery of vials to offsite locations to promote cost containment, minimize waste and maintain extract integrity.

18. Drive reduction of remixing error and extract waste through workflow standardization and quality controls.

19. Lead formal onboarding, training, and formal competency validation and ongoing performance development of allergy staff, maintaining documented competency for immunotherapy compounding, testing, and administration.

20. Assists Manager with the supervision of allergy personnel, ensuring standardized workflows, staffing optimization, accountability structures and completion of annual skills assessments and performance evaluation.

21. Serve as the system-level subject matter expert for allergy services, providing clinical, regulatory, and operational guidance and consultation to practices across the health system.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Current Registered Nurse license issued by the state in which services will be provided or current multi-state Registered Nurse license through the enhanced Nurse Licensure Compact (eNLC).

2. Obtain certification in Basic Life Support within 30 days of hire date.

EXPERIENCE:

1. Two (2) years of nursing experience.

PREFERREDQUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's degree in Nursing (BSN).

EXPERIENCE:

1. One (1) year management/supervisory experience.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Assists Manager with the supervision of clinical support staff and the coordination of patient care in the ambulatory clinic.

2. Assists with planning staff needs, developing, and distributing daily work assignments and monthly staff schedules.

3. Collaborates with department leadership and support staff using indicators, such as, regulatory agencies, new policy development, new technology, patient case study and quality assurance monitors, to prioritize educational needs.

4. Assesses employee learning needs and develops orientation and education plans.

5. Assists departmental in the development of annual competency analysis system requirements and criteria to assure knowledge, skills and attitudes that are necessary to fulfill role expectations in the institution.

6. Through daily rounds, assesses patient/family satisfaction issues and takes appropriate action to resolve.

7. Ensures compliance with all regulatory agency requirements.

8. Collaborates with Clinic Manager in developing department specific standards, policy, procedures, protocols, documentation, and forms.

9. Assists in coordinating outreach efforts, including community health clinics, physicals and testing. Assist coordinating office practice based clinical research data collection per research protocols.

10. Provides input to the Director/Manager on hiring, retention, interviewing and recruitment of staff.

11. Provides on-going feedback to employees concerning job performance. Coaches and counsels employees, under the direction of the Director/Manager.

12. Assists with equipment ordering, knowledge of clinical service contracts, reference lab services and purchases clinical and lab supplies.

13. Assesses patient problems including type and level of care needed through phone and face-to-face triage to maintain efficient clinic flow and effective patient care.

14. Assists Department Leadership in resolving patient complaints.

15. Performs clinical Staff RN duties within the clinic as necessary.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The National Institute for Occupational Safety and Health recommends minimizing the need for employees to manually lift patients, and limit safe patient handling to 35 pounds. All transfers, lifts and re-positioning will be completed utilizing the lift equipment and/or other patient handling aids as indicated by the patient's profile and appropriate algorithms.

2. Heavy/Hard work: Work requires strength and/or stamina, lifting, moving, stooping, reaching, standing, walking, and carrying of materials and equipment weighing 35+lbs

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Working closely with others.

2. Working protracted or irregular hours.

3. Working around biohazards.

4. Working around infectious diseases.

5. Working with hands in water.

6. Working with electrical hazards associated with patient care equipment.

SKILLS AND ABILITIES:

1. Knowledge of and appropriate application of the nursing process.

2. Knowledge of professional theory, practice and procedure.

3. Ability to communicate clearly with patients, families, physicians, and other employees.

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.