Medflight Communications Specialist
Billings Clinic

The Flight Communication Dispatcher coordinates all aspects of the air ambulance flights and the ground regional transports for the flight team to ensure the safe, quick and efficient turnaround of aircraft from when they land to the time they depart.. Responsibilities include receiving referral calls, notifying pilots and medical crew, and coordination with the medical control physician, referring physician and referring health care facility.

Essential Job Functions

• Receives incoming patient transport requests in a hospital or pre-hospital setting
• Coordinates the closest, safest, and most appropriate asset for transport while following all appropriate guidelines and protocols
• Relays information to the transport teams
• Obtains necessary patient information, as well as medical information required for transport then disseminates following HIPPA guidelines
• Notifies all necessary entities of an assets estimated time in route or estimated time of arrival for all missions and transports
• Conducts a shift briefing with the relieving Flight Communication Dispatcher, completing the shift-briefing log. The briefing will include all Flight Communication Dispatchers present in the Communication Center to ensure information is communicated to all personnel.
• Reviews the communication board and notes administrator on call, hazards and obstacles, aircraft status and any others pertinent information for the day and check the Temporary Flight Restriction (TFR) website and take note of any Temporary Flight Restrictions (TFRs) or Notice to Air Missions (NOTAMs) that may impact flight operations
• Build, review and verify flight crew teams for upcoming shifts and ensures they are correctly recorded in Flight Vector Dispatch Operations software
• Coordinates the most efficient use of the ground regional and fixed wing services that requires close coordination with referring facilities. Considers the appropriateness of care based on the age of the patient
• Responsible for the communication network for the staff. Relays, transfers and takes incoming messages from allied health providers, public safety personnel or the public.
• Develops and maintains records and a variety of reports. Responsible to complete other activities assigned by leadership, which may include charge reports, past volume analysis, etc.
• Provides ground regional and air ambulance price quotes, working closely with the Patient Financial Services Department to ensure appropriate reimbursement and pre-authorizations.
• Performs data entry for all charges related to ground regional and air ambulance transports.
• Notifies management of any unusual occurrences or deviations, actions or conduct which reflects unfavorably upon the image or services rendered by Billings Clinic including but not limited to, deviation from the standard practices and policies.
• To maintain quality assurance in Flight Vector, EMS charts, billing and customer service, Flight Communication Dispatcher conducts quality assurance peer audits twice in each shift (24- hour period). QA each patient loaded flight by going through the flight and answering the questions in relation to the QA form. Any pertinent mistakes identified during the audit will be corrected by the person conducting the audit to ensure correct patient billing, and will be documented on the QA form
• During the six month probationary period, you will be required to attend a variety of training courses and pass a Communications Specialist exam
• Uniforms are required to be worn by all employees on the job. Information on uniform guidelines and associated costs will be provided