Care Management Administrative Assistant

Patient First • Glen Allen, VA

4d • $18 - $23 • Onsite

About The Position

The Care Management Administrative Assistant will support Nurse Care Managers (NCMs) by facilitating outside specialty referrals, scheduling diagnostic testing, and aiding in collaborative care efforts. This role involves coordinating external clinical resources, collaborating with department leadership to optimize workflow, and understanding electronic medical record systems. The assistant will develop and maintain relationships with patients, providers, and external resources, conduct patient outreach, assist with appointment scheduling and follow-ups, and coordinate patient information for specialist appointments and transitions of care. They will also communicate patient updates, escalate clinical needs, and facilitate urgent calls to appropriate personnel. Additionally, the role involves maintaining resource lists, fostering communication between various healthcare entities, assisting with daily operations and administrative needs of the NCM department, completing assigned tasks within shifts, managing supplies, attending staff meetings, and handling NCM requests promptly. Confidentiality and proper operation of office equipment are also key responsibilities.

Requirements

• Must be eighteen years of age or older.
• Associate degree preferred with at least 1 year of experience in a medical setting.
• Experience in scheduling appointments with multiple providers, including diagnostic testing.
• Ability to work in a team-oriented environment and be highly organized.
• Ability to work and communicate effectively with all levels of administrative and professional personnel.
• Exceptional oral, written, and telephonic communication skills.
• Self-disciplined, self-directed, motivated, energetic, passionate, and innovative.
• Must be able to sit, stand, and walk for long periods of time.

Nice To Haves

• Previous clinical experience (e.g., as a Medical Assistant) is preferred.
• Previous clinical experience within a Patient First center is highly preferred.

Responsibilities

• Assisting Nurse Care Managers (NCMs) by facilitating outside specialty referrals, scheduling diagnostic testing, or aiding in collaborative care efforts as directed.
• Coordinating external clinical resources efficiently according to NCM directives and care plans using the resources available.
• Collaborating with department leadership to support and improve the effectiveness and efficiency of the NCM/Value-Based Care (VBC) workflow process.
• Understanding the electronic medical record system, NCM module, and any relevant payer-specific systems.
• Developing and maintaining strong relationships with patients, Patient First providers, ancillary staff, and external clinical support resources to ensure continuity of care.
• Conducting telephonic outreach to patients by relaying scheduled appointment details or other telephonic advice per Patient First and VBC-specific instructions.
• Assisting patients with appointment scheduling; conducting follow-ups with patients to ensure compliance with recommendations and follow-up appointments as needed.
• Coordinating any necessary patient information to support specialist appointments and transitions of care between in-patient, specialty, and primary care settings. This may include obtaining patient demographics, medical records, and/or outside reports.
• Communicating necessary patient updates, escalating any clinical needs or questions, and ensuring an effective handoff has been made to the assigned NCM.
• Facilitating the transfer of all urgent and emergent calls to a NCM, the Quality Improvement Project Director, or Clinical Director, VBC.
• Assisting with maintaining developed lists of medical and community resources available to patients and maintaining collegial relations with frequently-used organizations.
• Fostering positive relationships with and effective communication between Patient First, consulting providers, hospitals, and other frequently-used healthcare resources.
• Assisting with the day-to-day operations and administrative needs of the NCM department.
• Completing assigned checklists within the assigned shift.
• Receiving and storing supplies, as well as restocking the NCM area as needed.
• Attending staff meetings as scheduled by the VBC Nursing Care Manager.
• Handling NCM requests in a timely manner.
• Maintaining complete confidentiality in accordance with the organization and HIPAA.
• Operating and maintaining office equipment as trained.

Benefits

• Health, Dental and Vision insurance for employees and dependents
• Disability, Life and Long Term care insurance
• Employee Assistance Program
• Flexible Spending accounts
• 401(k) Retirement Plan (with employer match)
• Paid Annual Leave
• Volunteer Time Off Pay
• Bereavement Leave
• Emergency Leave Bank
• Overtime Pay
• Holiday Pay
• Double time compensation for all holidays worked
• Discounted medical treatment at any Patient First location for employees and immediate family
• Recruitment Bonus

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree