Chronic Conditions Management Program Assistant

The Program Assistant works under the direction of the CCM Manager and/or care/case managers to support the delivery and daily operations of CCM Population and care/case management programs. Support includes, but is not limited to, clerical duties, managing office logistics; facilitating communication with members, primary care team staff, and other departments and services, processing and maintaining databases, and maintaining program resources.

• Assists the CCM Manager or care/case manager in screening and enrollment of patients:
• May conduct population or care/case management program outreach efforts, using the system database or other outreach lists
• Obtains and reviews charts or other data related to ER visits and hospital admissions for follow-up and program enrollment
• Processes referrals received from electronic referral system
• Provides initial outreach to patients, introducing the care/case management program and processing of new referrals
• Sets up initial visits and/or classes as appropriate and mails out program materials
• Generates authorization letter when requested and follows up to ensure that written authorization is received if not electronically referred from primary care provider.
• Provides logistical support for classes, group visits and clinics:
• Schedules conference rooms
• Schedules patients
• Confirms schedule with providers and presenters
• Provides reminder calls/letters to patients
• Assists in preparing charts and supplies
• Assists patients in completing program questionnaire or log as needed
• Checks blood pressure, pulse, respirations, height, weight, peak flows, spirometry or downloads glucose meters as needed
• Registers members and generates OSCR forms per medical facility policy.
• Conducts visit registration and scheduling of telephone and clinic visits:
• Schedules appointments
• Provides reminders as needed
• Coordinates or provides resources for patient-specific prevention activities
• Registers members for visits and generates OSCR forms per medical facility policy
• Processes referrals, schedule classes and follow-up appointments as directed by care/case managers
• Contacts overdue patients by phone or letter at direction of care/case managers.
• Maintains computer databases:
• Adds and delete patients into the Patient Alert System using program guidelines
• Manipulates and utilizes data in current patient population management report system.
• Enters patients in care/case management software programs and maintains data as appropriate, e.g. AmCare, Lotus Notes Case Management System, Cholesterol Management Program, MULTIFIT Program, etc.
• Maintains Access or Excel patient logs if used in conjunction with care/case management software applications.
• Manipulates and utilizes data to generate reports and queries as needed.
• Maintains daily program operations:
• Prepares, maintains and provides member packets for enrollment, group visits, classes and/or clinics
• Sends letters to patients and patients providers
• Makes copies of program materials, send faxes as needed
• Establishes and maintains a department filing system
• Answers phone and voice mail and routes messages to appropriate person; provides call backs to patients relaying responses from care/case manager
• Sorts and routes department mail
• Orders and transfers charts at the direction of care/case managers
• Sends memos and progress notes to patients MD/NPs
• Contacts patients by phone or by letter at direction of care/case managers for follow-up
• Upon program completion places patients on booking list for routine follow-up appointment with their primary care MD/NP per medical center policy
• Orders office and program supplies
• Works with care/case managers and other staff to maintain patient education resources, including inventory, ordering and distribution
• Communicates with Schedule Maintenance Department regarding care/case manager schedules.
• Supervisory Responsibilities: This job has no supervisory responsibilities.

Grade 400

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• Minimum one-year secretarial and/or medical setting/front office experience required.
  

• High School Diploma or General Education Development (GED) required.

• N/A

• Skills and knowledge of Medical Assistant preferred and may be required for a specific program per medical center policy.
• Proficient and legible advanced writing, reading, and arithmetic skills required.
• A minimum of intermediate tested proficiency with Windows, Microsoft Word, and Excel required, and ability to learn complex software programs, including databases, required.
• Keyboarding at least 40 wpm required.
• A service orientation and openness to creative and innovative approaches to providing service characterized by cultural sensitivity, respect, and polite communication with patients, staff members, and visitors required.
• Strong organization and task management skills required, multi-tasking skills in a busy environment required.
• Ability to be self-motivated, to work independently, and to work as a team member required.
• The successful candidate must demonstrate the ability to be self motivated, to work independently and to work in a busy environment.
• Must be willing to work in a Labor Management Partnership environment.
• BLS may be required per medical center policy.

• Knowledge of medical terminology strongly preferred. Knowledge of KP systems (e.g., PARRS, RegPlus, CIPS) strongly preferred.
• Knowledge of ordering materials and monitoring inventory strongly preferred.
• Good attendance strongly preferred.
• AA in Business or Health related field strongly preferred.
• MA certificate preferred and may be required in certain circumstances.