Oregon Health & Science University

Care Coordinator 1

Job Locations US-OR-Portland
Requisition ID
2021-7894
Position Category
Hospital/Clinic Support
Position Type
Regular Full-Time
Job Type
AFSCME union represented
Department
Family Medicine Gabriel Park
Salary Range
$21.27 - $28.76 per hour
FTE
1.00
Schedule
Monday - Friday
Hours
8am-8pm (variable)
HR Mission
Healthcare
Drug Testable
No

Department Overview

Family Medicine at Gabriel Park is a community clinic located in SW Portland. We serve all types of patients from birth to end of life. Our services include maternity care (including deliveries), pediatric care, sports medicine, acupuncture, minor procedures, and health maintenance with preventive care. We are a high volume clinic that sees up to 200 patients and takes 200-400 phone calls daily. We have 30 providers plus 50 staff members. Our clinic vibe is: Collaborative, Committed, and Compassionate.

Function/Duties of Position

Patient Management:

  • Issues patient safety alerts to care team, along with lists of affected patients, for such events as drug recalls, warnings, or other potential safety issues.
  • Scrubs (reviews and manages) patient charts daily to evaluate which health services are needed by each scheduled patient within the clinic.
  • Performs daily outreach via cold calls, MyChart messages, and/or sending letters to schedule appointments or coordinate health services.
  • Uses report writing programs, such as Reporting Workbench, through Epic and other software to identify patient’s for preventative health maintenance needs (i.e. immunization schedules, mammography, etc.).
  • Assists clinic with projects related to the Patient-Centered Primary Care Home (PCPCH) program by aiding the coordination of patient-centered and effective care.

 

Care Coordination

  • Supports entire care team by helping patients and families with questions regarding referrals and tests, or pending tests for clinician signature.
  • Keeps a referral log of patient communication to ensure loop closure in care gaps from specialty referrals.
  • Monitors outside records by entering and tracking referrals, orders, and test results to ensure health maintenance and preventive care is provided.
  • Responsible for pre-visit planning including obtaining medical records, proactively scheduling appointments, and updating health maintenance needs daily.
  • Assumes a lead role in proactive outreach to patients related to individual health maintenance needs and overall panel management.
  • Assists with securing and coordinating community resources, e.g. DME, home health, etc.

 

Patient and Team Communication:

  • Coordinates process improvement cycles and implementation of new clinical workflows.
  • Routinely participates, both inside and outside of clinic, in meetings related to: quality improvement, care management, resident projects, multidisciplinary patient conferences, and the medication assistant treatment program.
  • Responds timely to voicemails and email messages based on patient and care priorities.
  • Plans and coordinates meetings, information sessions, and huddles for the entire care team (MDs, DOs, Residents Physicians, NP and PA providers, RN, LPNs, MAs and PAS staff) by acting as a communication link.
  • Provides information and education to patients and families and gathers information for specific visits. Prioritizes and responds to patient and family’s questions via MyChart, phone, email, and fax in regards to scheduling and care issues within scope. Escalates issues outside of scope appropriately and timely.
  • Interfaces with external entities, such as CCOs, Behavioral Health Networks, Insurance plans regarding mutual quality improvement projects and activities. This includes gap closure, creation and distribution of educational materials, gathering data, and interval reporting both internally and externally.

 

Documentation/Data Management

  • Creates and maintains a Key Indicator board to educate clinic staff on patient adherence and clinic achievement levels on national quality performance measures.
  • Creates and presents education around medical home programs and initiatives to clinic staff, and assumes responsibility for answering questions regarding program requirements. Takes and disseminates meeting minutes as requested.
  • Document legibly, concisely and completely to ensure that others can accurately assess the status of patients’ progress by reviewing that documentation.
  • Monitors department tracking tools and provides care team with real-time updates as appropriate.

 

Other Duties

  • Participates in ongoing professional development and competency assessment.
  • Includes but is not limited to: attends educational classes appropriate to job development, communicates additional training needs to direct supervisor, attends staff meetings and orients new staff, cross-trains for position in assigned or other areas.     
  • Maintains a clean, safe and orderly environment for the patients, family and clinic personnel.
  • Includes but is not limited to: maintaining supplies, equipment and forms, notifying appropriate personnel when cleaning and repair of equipment is needed following infection control policies, maintaining knowledge of life safety, patient safety, fire and electrical safety and disaster plan.
  • Assist with other duties as assigned.

Required Qualifications

Education:

  • High School diploma equivalent.

Experience:

  • Two years’ of experience in a medical office setting, including high-volume direct patient contact and scheduling of appointments.
  • The candidate must have a thorough knowledge of PAS policies and procedures.
  • Experience working with the underserved: Uninsured, Medicaid, Medicare.

Job Related Knowledge, Skills and Abilities (Competencies):

  • Basic medical terminology understanding.
  • Ability to work both independently and as a member of the team.
  • Ability to effectively and efficiently perform chart scrubbing and panel outreach activities.
  • Demonstrated strong analytic skills, including displaying and interpreting data.
  • Clear verbal and written communication skills.
  • Active listening skills; ability to deal with customers in stressful situations; ability to remain calm under pressure.
  • Excellent customer service skills both in person and on the telephone.
  • Intermediate proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Access.
  • Attention to detail.
  • Ability to complete multiple tasks within inflexible and rapidly changing deadlines.
  • Good organization, follow through and time management skills; ability to prioritize.
  • Ability to create and maintain quality working relationships with staff and faculty at all levels of the organization, using good judgment in recognizing the scope of authority.

Registrations, Certifications and/or Licenses:

  • Current BLS certification at hire AND
  • One of the following four:
    • Current Oregon Practical Nurse License, OR
    • 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).
  • For those completing medical assistant training or formal military medical services training as referenced above in #1 and #2, one of the following certification is also required:
    • The American Association of Medical Assistants (AAMA), awarding the Certified Medical Assistant (CMA.)
    • The American Medical Technologists (AMT), awarding the Registered Medical Assistant (RMA.)
    • The National Center for Competency Testing, awarding the National Certified MA (NCMA.)
    • The National Health Career Association, awarding the Certified Clinical Medical Assistant (CCMA.)
  • Those qualifying under the EMT or LPN qualification (number 1 and 3 above) are exempt from above MA certification requirements.
  • Registration/Certification must be maintained for the duration of employment.

Compliance:

  • Code of conduct.
  • Respect in the workplace.
  • Applicable policies, procedures and agreements related to position, department or OHSU as a whole.
  • Must be able to perform the essential functions of the position with or without accommodation.

Preferred Qualifications

Education:

  • AA or BS in Business, or Health Care related field.

Experience:

  • Prior experience working in a Patient-Centered Medical Home.
  • Prior experience working in a CPC+ care model.
  • Experience performing chart scrubbing and proactive panel management activities.

Job Related Knowledge, Skills and Abilities (Competencies):

  • Use of EPIC, Business Objects, Webi.
  • Understanding of age specific preventive health maintenance indicators and disease specific standards of care for those prevalent in underserved family medicine population.

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 aaeo@ohsu.edu.

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