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.Essential Responsibilities: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, respiration's, 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 patient's 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: 400Basic Qualifications:ExperienceMinimum one-year secretarial and/or medical setting/front office experience required.

EducationHigh School Diploma or General Education Development (GED) required.

License, Certification, RegistrationN/A

Additional Requirements: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.

Preferred Qualifications: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.

COMPANY: KAISERTITLE: Chronic Conditions Management Program AssistantLOCATION: Cupertino, CaliforniaREQNUMBER: 1006572External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.