OUTPATIENT COORDINATOR-SCHEDULER - Rural Health Clinic

Outpatient Coordinator/Scheduler - Full Time

8:00am - 5:00pm

PATIENT POPULATION: The patient population served is all patients, including geriatric, adult, adolescent, pediatric, and newborn. This also includes services which affect facility staff, physicians, visitors, vendors and the general public.

Under the direction of the Department Leadership, the Clinic Coordinator / Scheduler carries out all assignments given by the Health Clinic Manager, Physician, and mid-level practitioners. Is responsible for adhering to all Standards of Patient Care and for promoting teamwork among coworkers. The primary purpose of this position is to function as a MA and to carry out all assignments given relative to the safe and efficient operation of the Clinic and the care of Clinic patients and in accordance with current federal, state, and local standards, guidelines, and regulations that govern the facility and Medical Assistants, and the operational policies and procedures.

The Clinic Coordinator / Scheduler prepares exam rooms, provides point-of-care testing, performs technical services within their Scope of Practice, and collects lab specimens as directed. The Clinic Coordinator / Scheduler also provides patients with health information as directed by the practitioner and performs other patient care related duties as requested. Performs other administrative tasks as required.

This position may also be asked to float to other clinic locations as needed; including but not limited to the Sierra View Medical Center Multi-Specialty Clinic, Urology Clinic, Wound Clinic, the Rural Health Clinic, Physical Therapy and Cancer Treatment Center. Must be able to work normal/scheduled working hours to include Holidays, call-backs, weeknights, weekends, and on-call. Agrees to participate, as directed, in emergencies and community disasters during scheduled and unscheduled hours.

As a designated disaster service worker, you are required to assist in times of need pursuant to the California Emergency Services Act. (Gov’t. Code §§ 3100, 3102) Needs to recognize that they have an affirmative duty and responsibility for reporting perceived misconduct, including actual or potential violations of laws, regulations, policies, procedures, or this organization’s standards/code of conduct.

The employee shall work well under pressure, meet multiple and sometimes competing deadlines; and the incumbent shall at all times demonstrate cooperative behavior with colleagues and supervisors. EDUCATION/TRAINING/EXPERIENCE: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the

. One (1) year of experience as a Medical Assistant is preferred. Knowledge of healthcare quality measures, care-gap identification, required documentation, and processes for improving patient compliance with preventive care requirements.

Must demonstrate the knowledge and skills necessary to provide care appropriate to the age-related needs of the patients served. Must be knowledgeable of medical practices and procedures, as well as laws, regulations, and guidelines that pertain to Clinics. Must possess the ability to work harmoniously with Clinic staff assisting in the care of patients.

Must possess the ability to deal tactfully with personnel, patients, family members, visitors, government agencies/personnel, and the general public. The ability to read, write, speak and understand the Spanish language is preferred. Proficient in reading and interpreting various documents, including safety guidelines, operational procedures, maintenance instructions, and manuals.

Capable of preparing routine reports and correspondence as needed. Ability to speak and write in English, with the ability to write clearly, comprehend verbal and written instructions, and follow directions accurately. . Ability to perform mathematical calculations and apply concepts such as fractions, decimals, percentages, ratios, and proportions as applicable to the position.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. To perform this job successfully, an individual should have basic computer skills.

LICENSURE/CERTIFICATIONS: To perform this job successfully, an individual must possess, as a minimum, certification as a Back Office (Clinical) Medical Assistant. Blood Draw training is highly preferred. Must have and maintain current American Heart Association BLS certification or obtain within orientation process, prior to hands-on patient care.

The employee must maintain a valid CA driver's license and current DMV report, the results of which are within acceptable standards as per SVMC policy as a condition of employment. The employee will also be required, as a condition of employment, to enroll in the DMV Pull Notice Program to allow the Medical Center to receive notice of any changes in their driving record. The employee must maintain at least state required limits of liability insurance/evidence of financial responsibility on own vehicles (such limits may not be adequate, and individuals should consider higher limits for their own protection).

Regular, punctual attendance and physical presence at the assigned work location and workstation, ready to perform job duties at the scheduled start time. Follow up on patients after hospital admissions and coordinate appropriate follow-up care. Completes monthly reviews of assigned patient lists and schedules patients assigned to the RHC who have not completed their initial visit to establish care.

Verify that patients seen for sick visits are scheduled for appropriate follow-up. Track patients requiring recurring injections or procedures, verify required authorizations, ensure documentation is provided to the provider, and schedule patients appropriately. Verify that all received laboratory and diagnostic results have appropriate follow-up appointments.

Complete outside laboratory result reconciliations. Contact patients who do not show for appointments on the same day and assist with rescheduling. Review patient records to verify patients are current with required quality measures and schedule appropriate services for patients with outstanding measures.

This includes and not limited to utilizing COZEVA and other data collection software. HEDIS measures data collection and reviews. Ensure required documentation is completed and uploaded to support quality measures.

Track vaccine administrations and maintain accurate vaccine records. Complete monthly vaccine inventory, including receiving, inventory reconciliation, and expiration-date checks. Complete daily insurance verification for patients scheduled for the following day.

Performs proper/accurate and timely registration for patients. Meets registration expectations. Obtains insurance information from customers, obtain insurance verification for services.

Complete and explain Good Faith Estimates for cash-paying patients. Assist patients with Change of PCP forms. Complete Cover My Meds requests and related medication authorization processes.

Review provider schedules and verify that appointment availability is optimized to appropriate capacity. Send text messages to patients who have not confirmed their next-day appointments and to patients who miss appointments. Monitor the clinic text messaging application throughout the day and respond to or appropriately route messages.

Monitor voicemail, return calls when appropriate, and route messages to the appropriate staff member. Process incoming faxes, including appointment letters, laboratory results, and other clinical documentation, and distribute information to the appropriate staff. Maintain and organize lab slip files.

Properly Label and maintain medical records according to established procedures. Ensure specimens are appropriately processed, stored, and prepared for pickup at the end of the day. Ensure clinical results and other required documentation are appropriately routed and followed up.

Perform required equipment quality-control checks, maintain QC logbooks, and document equipment temperatures in the morning and evening. Label supplies with expiration dates and complete monthly expiration-date checks. Properly store and organize medical and office supplies.

Maintain compliance with ergonomic safety standards and demonstrate appropriate posture and safe work practices. OTHER FUNCTIONS: Must follow AIDET and accept reassignments and additional duties, when necessary, in a flexible and positive manner. Must maintain the department in compliance with rules and regulations set forth by governing agencies.

Complete other duties and responsibilities as assigned by the supervisor or designee. Order office supplies and medical equipment as needed to maintain adequate inventory. Distribute daily mail to the appropriate personnel or department.

NOTE: Every effort has been made to make this job description as complete as possible. However, it is in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.