Panel Care Team Assistant

Job Summary: The role of the Panel Care Team Assistant provides a wide array of support functions to a limited number of patients in the clinic. Is an active member of a Primary Care Team which serves a panel of patients. Assists the Team in ensuring their panel of patients receives comprehensive primary and preventative care and related support services from the clinic. Coordinates referrals; assists patients with insurance applications (OHP, etc); manages tracking of patients and patient health conditions; contacts patients when it is time to return to the clinic; assists in the management of OB patients if site provides OB care; assures that patient medical information is available when and where needed; manages special patient service programs; provides clerical support to team – photocopying, filing, faxing, etc.
Essential Duties and Responsibilities:

• Coordinate referrals for specialist consultations, diagnostic studies, etc
• Track referrals as requested by provider
• Ensure reports are received in timely manner from referral and distribute report to appropriate party
• Send records to specialists as requested
• Provide eligibility assessment and assist patients with applications for Medicaid/OHP
• Assist patients to stay on insurance or other programs that require re-application
• Assists team in helping patients access other insurance/benefits programs, such as FHIAP, Medicare, BCC, FPEP, etc
• Enter patient data into tracking and registry software systems (such as Meditracks) in a timely manner
• Use tracking systems to proactively contact patients – via phone or letter - to schedule routine appointments
• Print out/provide information from registries to provider before patient visits
• Perform chart reviews of OB patients after visit to ensure follow-up appointments are scheduled and referrals are processed
• Prepare charts of OB patients at 28 and 36 weeks for provider review
• Prepare OB Delivery Plan with patients
• Reviews schedules and charts and assists the Team in ensuring that the patient’s visit is as beneficial as possible
• Obtains outside medical records for patients on panel when requested
• Notify patients of information when no medical decision-making is needed
• Refer patient questions to appropriate member of team as needed
• Participate as primary Care Team member in analyzing and problem-solving how to provide a better medical home for patients on panel
• Participate in medical records and registry audits for completeness and data accuracy
• Faxes, photocopies, files, scans documents for Team/patients on panel
• Perform other duties as assigned by supervisor
• Ability to handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)

HIPAA Requirements:
The Panel Care Team Assistant will have access to PHI during the course of his/her work activities. The Panel Care Team Assistant will use this information to prepare both patients and medical records for visits with the provider and to keep the flow of work going smoothly in the clinic. Applying the minimum necessary standard of HIPAA, the designated records sets to which this employee will have access include: the full medical record, and the scheduling and demographics functions of the practice management system in the view only mode.
Knowledge, Skills and Abilities:

• Proficiency in English/Spanish, spoken and written skills
• Demonstrated ability to work as a team player, placing a strong emphasis on delivering patient satisfaction
• High level of skill in interpersonal relations and problem solving
• Good organizational and time management skills
• Computer skills, familiarity with Microsoft Office programs including Word and Excel, or a strong desire to learn
• Ability to type with accuracy
• Ability to read and interpret medical records and technical documents or desire to learn
• Familiarity with medical terminology is desired

Education & Experience Required:

• High School Diploma or equivalent.
• Previous experience with EPIC, MediTracks, or other disease registry software is desirable
• Experience working with non-profit for underserved and diverse populations preferred

Behavioral Competencies:
Accountability

• Role model VG’s mission, vision, and shared values

Customer-Focus

• Listen to the voice of the customer and strive to delight them by exceeding their expectations

Teamwork

• If someone needs help, help them

Initiative

• Be innovative, apply fresh ideas, and continuously improve how you do your work

Confidentiality

• Maintain strict confidentiality and respect the privacy of others

Ethical

• Demonstrate integrity, honesty, and stewardship in all encounters at work

Respect

• Demonstrate consideration and appreciation for co-workers and patients

Communication

• Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements:

• Standing: 5%
• Walking: 10%
• Sitting: 80%
• Lifting/Carrying: 5% - up to 50 pounds

Equipment Used:

• Computer: data entry, word processing, database programs, internet, e-mail
• Telephone: able to hear and communicate
• Fax
• Copier/Scanner

Immunization:
Staff member must meet immunizations requirements as stated in VGMHC’s immunization policy.
Job description represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.
VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes affirmative action in the area of placement, promotion, transfer, rate of pay and termination.