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Clinical Support

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Chronic Conditions Management Program Assistant - Grade 400

Location: Santa Clara, CA Job Number: 699925 Date posted: 07/12/2018
Description: The Prog Asst works under the direction of the CCM Mgr and/or care/case mgrs to support the delivery & daily operations of CCM Population & care/case mgmt programs. Support includes, but is not limited to, clerical duties, managing office logistics; facilitating communication w/ members, primary care team staff, & other depts & services, processing & maintaining databases, & maintaining program resources.

Essential Functions:
  • Assists the CCM Mgr or care/case mgr in screening & enrollment of patients: May conduct population or care/case mgmt program outreach efforts, using the system database or other outreach lists; Obtains & reviews charts or other data related to ER visits & hospital admissions for follow-up & program enrollment; Processes referrals received from electronic referral system; Provides initial outreach to patients, introducing the care/case mgmt program & processing of new referrals; Sets up initial visits and/or classes as appropriate & mails out program materials; Generates authorization letter when requested & follows up to ensure that written authorization is received if not electronically referred from primary care provider.
  • Provides logistical support for classes, group visits & clinics: Schedules conference rooms; Schedules patients; Confirms schedule w/ providers & presenters; Provides reminder calls/letters to patients; Assists in preparing charts & 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 & generates OSCR forms per medical facility policy.
  • Conducts visit reg & scheduling of telephone & clinic visits: Schedules appointments; Provides reminders as needed; Coordinates or provides resources for patient-specific prevention activities; Registers members for visits & generates forms per medical facility policy; Processes referrals, schedule classes & follow-up appointments as directed by care/case mgrs; Contacts overdue patients by phone or letter at direction of care/case mgrs.
  • Maintains computer databases: Add/delete patients into the Patient Alert System using program guidelines; Manipulates & utilizes data in current patient population mgmt report system. Enters patients in care/case mgmt software programs & maintains data as appropriate, e.g. AmCare, Lotus Notes Case mgmt System, Cholesterol mgmt Program, MULTIFIT Program, etc. Maintains Access or Excel patient logs if used in conjunction w/ care/case mgmt software applications. Manipulates & utilizes data to generate reports & queries as needed.
  • Maintains daily program operations: Prepares, maintains & provides member packets for enrollment, group visits, classes and/or clinics; Sends letters to patients & patients' providers; Makes copies of program materials, send faxes as needed; Establishes & maintains a department filing system; Answers phone & voice mail & routes messages to appropriate person; Provides call backs to patients relaying responses from care/case mgr; Sorts & routes department mail; Orders & transfers charts at the direction of care/case mgrs; Sends memos & progress notes to patient's MD/NPs; Contacts patients by phone or by letter at direction of care/case mgrs for follow-up; Upon program completion places patients on booking list for routine follow-up appointment w/ their primary care MD/NP per medical center policy; Orders office & program supplies; Works w/ care/case mgrs & other staff to maintain patient education

  • Basic Qualifications: Experience
  • Minimum one (1) year secretarial &/or medical setting/front office experience required.
  • High School Diploma/GED.
    License, Certification, Registration
  • BLS may be required per medical center policy.

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

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

    Skills Testing*: Intermediate testing in Microsoft Word & Excel and Typing 40 WPM

    Primary Location: California,Santa Clara,Santa Clara Medical Offices 710 Lawrence Express W Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri, Scheduled days and hours are dependent on departmental needs and may include holidays and weekends Working Hours Start: 8:30 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: United Healthcare Workers - West Job Level: Individual Contributor Job Category: Patient Care Services (Non RN) Department: Pallative Care Travel: No
    Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External 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 and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.
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