Care Coordinator 2 - job 1 of 3

Department Overview

The Specialty MA role provides a wide range of clinical support duties and is an integral part of the medical care team. The Specialty MA independently performs clinical administrative and technical functions that is critical within the department of General Surgery. This position will ensure that the patient care is seamless and that the continuity of care is achieve for every patient. The main tasks are to systematically bridge gaps between numerous services necessary for patient care such as laboratory and imaging, specialty care, primary care, social work and communicate the plan to the patient and patient’s representative.  This position also supports providers daily by performing clinical administrative duties within their scope such as order entry, managing lab results, scheduling appointments and coordinating. This position will also support the clinical team by reviewing scheduled appointments and coordinating the needs prior, during and after the visit. This role will work under the clinical direction of the physicians and directly reports to the Clinical Support Supervisor.

Function/Duties of Position

Key Responsibilities & Performance Standards

 

• Patient Care Management - Responsible for coordinating and managing aspects of the patient's clinical care process. Works with the providers by providing support with medication refills and providers support to the patient and family. Places lab, diagnostic and scheduling orders as directed by the physicians and coordinates with facilities and patients. Monitors the Epic in Basket messages and ensures timely response is received by patient, providers and answers messages within their scope. Monitors refill request received in Epic and from Right fax and manages this efficiently to avoid disruption in patient care. Manages Prior Authorization and processes appeals appropriately. Insures all needed testing is resulted and in the patients EMR prior to appointments/procedures.
• Care coordination - Ensures patients follow through with outside referrals to other specialties, labs and diagnostic imaging. Requests and inputs the results of the outside testing into the EMR and forwards to the provider/RN for review. Works with provider and RN to insure patients are completing needed testing according to their surveillance schedule.
• Communication -   Provides information and education to patients, family members, and referring physician office staffs. Acts as communication link with physicians, nurses, referring physician offices, ancillary services, and patients. Provides accurate patient information. Responds to voice mail and email messages based on priority of patient process and as triaged by the RNs. Attends MD/department team meetings as appropriate.  Responds to patient questions in Mychart, phone calls, emails, and faxes in regards to scheduling or care issues within scope.
• Documentation/Data Management - Documents legibly, concisely and completely to ensure that others can accurately assess the status of patients' progress by reviewing that documentation. Participates as assigned with database input.  Initiate and implement processes to facilitate new protocol implementation and tracking tools as indicated
• Patient Care/Rooming: Accompanies patient from waiting room and verifies patients identity with two identifiers, takes and records vital signs such as blood pressure, pulse rate, respiration rate, weight, height and temperature;  enters patient medications and allergies into EHR; refers patient to medical staff for immediate examination or treatment; transports patient to examination or treatment room with use of wheelchair or gurney or assists patient to walk; observes and reports changes in patient’s conditions or fall risk; works with front desk staff to communicate delays to patients; monitors in-room wait times and work to facilitate efficient clinic flow; assists physician in emergency procedures such as cardiopulmonary resuscitation. Chaperones for sensitive examinations regardless of patient’s gender.

Required Qualifications

Three years’ experience in a hospital or hospital based clinic setting, AND

High School diploma or equivalent, AND 

Current BLS certification at hire, AND 

One of the following four: 

Completion of a nationally recognized accredited medical assistant training program, including a practicum (externship) of at least 160 hours, OR 

Successful completion of a formal medical services training program of the United States Armed Forces, OR 

Current Oregon Emergency Medical Technician (EMT) license (basic or advance) and national EMT registration with the National Registry of Emergency Medical Technicians (NREMT), OR

Current Oregon Practical Nurse License OR

For dental school hires only as an alternative to qualifications 1-4: Completion of a Dental Assistant training program and successful completion of the DANB exam

For those completing medical assistant training or formal military medical services training as referenced above in #1 and #2, the following is also required (Those qualifying under the EMT or LPN or Dental Assistant qualification are exempt from this requirement.)

MA certification received from a nationally recognized and accredited certifying body, upon hire or by the completion of the probationary period or internal job change evaluation period, as appropriate. Currently, these include: 

• The American Association of Medical Assistants (AAMA), awarding the Certified Medical Assistant (CMA.) 
• The American Medical Technologists (AMT), awarding the Registered Medical Assistant (R.M.A.)
• The National Center for Competency Testing, awarding the National Certified MA (NCMA.) 
• The National Health Career Association, awarding the Certified Clinical Medical Assistant (CCMA.) 

 

Any applicable certifications or licensures must be maintained for the duration of employment. 

In addition to receiving the appropriate certification noted above, Medical and Dental Assistants will be required to successfully demonstrate competencies prior to completion of probation or the internal job change evaluation period, as appropriate. 

Ability to work independently and as a member of the team, including leadership.

Knowledge of patient flow and back office functions.    Ability to effectively and efficiently perform chart scrubbing and panel outreach activities.   Demonstrated strong analytic skills, including displaying and interpreting data.  Proficiency with EPIC, Microsoft Office including Excel, Word and Power Point.  Ability to manage time sensitive competing demands and meet deadlines.  Working knowledge of medical terminology.  Strong relationship building skills, excellent communication skills, exceptional customer service skills, highly sensitive to patient needs.  Demonstrated knowledge and attention to the needs of Special Needs patients and their caregivers and families.

Preferred Qualifications

• High School diploma or equivalent.
• Three years of experience as a certified medical assistant in an ambulatory clinic specifically in Surgery and performing job duties that are the same or equivalent to a care coordinator
• Bilingual
• Computer skills, including EHR
• Well versed in Epic and Care Everywhere

Additional Details

• This position works in an extremely fast-paced and hectic environment with many interruptions, multiple demands, and conflicting priorities. This position works with people at all levels of the organization and interacts with numerous internal OHSU departments and external customers ( referring physician offices). When on site, the office setting is small relative to the number of staff using it. It creates the need to be able to deal with phone noise, many simultaneous conversations and frequent interruptions. There may be opportunities for remote work with this position. Work schedule is four days a week; 8 hours per day. Shift: Monday-Friday 8:00am-4:30pm. Possibility of hybrid work 3 days working from home, 2 days working in clinic.
• Physical demands include pushing, pulling, stooping and lifting up to 50 lbs. Must be able to support the full weight of a patient up to 200 lbs if necessary. Equipment usage includes heavy use of phone, computers, and OHSU's electronic medical record systems. If working remotely, must have the ability to set up a workstation at home. Requires communication in a respectful, caring and non-judgemental manner.

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or [email protected].