Case Preparation Specialist

Job Requirements for Case Preparation Specialist (CPS) Team

Position Overview:

The Case Preparation Specialist (CPS) team is essential in overcoming challenges related to outdated information in the ACE exams process. This team will actively gather, organize, and update documentation required for the ACE exam, ensuring providers can complete exams efficiently and accurately. The CPS team will serve as the essential link between Veterans, medical providers, and internal support teams, bridging information gaps and ensuring every case is fully prepared before it reaches the provider. This proactive approach will help AIS maintain a high standard of service, enhance the overall efficiency of the ACE exam process, and increase provider productivity.

Key Responsibilities:

The CPS role is critical in streamlining workflows, optimizing communication, and elevating the quality of the MDE process. The CPS will:

• Ensure that each ACE case file is complete with the required and current information prior to provider review.
• Engage with Veterans, medical providers, and internal teams to secure and verify all necessary documentation.

CPS1 (Entry-Level)

Responsibilities:

• Verify the completeness of ACE case files with supervision.
• Collaborate with medical providers for basic information clarification.
• Maintain documentation of review activities in the case management system.
• Ensure compliance with quality requirements under guidance.
• Assist in logging correspondence and ensuring data protection protocols.

Minimum Requirements:

• High school diploma or equivalent.
• Strong attention to detail and organizational skills.
• Basic understanding of medical terminology is a plus.
• Excellent communication skills.
• Ability to work under supervision and as part of a team.

CPS2 (Intermediate-Level)

Responsibilities:

• Independently verify the completeness of ACE case files.
• Collaborate with medical providers for detailed information clarification.
• Maintain clear, concise documentation of all review activities and follow-up actions.
• Ensure compliance and understanding of quality requirements.
• Serve as a liaison to complete any information required by the clinician.
• Accurately log all correspondence and ensure compliance with data protection protocols.
• Coordinate with internal teams to streamline workflow and avoid duplications.
• Provide timely updates to supervisors and clinicians on the status of required documents.

Minimum Requirements:

• Associate's degree or equivalent experience in a related field.
• At least 2 years of experience in a similar role.
• Proficiency in medical terminology and documentation.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.

CPS3 (Advanced-Level)

Responsibilities:

• Oversee the verification of ACE case files and ensure all required documentation is present.
• Collaborate with medical providers for complex information clarification.
• Maintain comprehensive documentation of review activities and follow-up actions.
• Ensure strict compliance with quality requirements and data protection protocols.
• Serve as a senior liaison to complete any information required by the clinician.
• Identify gaps in medical records proactively and notify providers.
• Coordinate with internal teams to optimize workflow and avoid duplications.
• Provide leadership and mentoring to junior staff.
• Engage with Veterans to clarify documentation requests and submission processes.

Minimum Requirements:

• Bachelor's degree or equivalent experience in a related field.
• At least 5 years of experience in a similar role, with leadership responsibilities.
• Advanced proficiency in medical terminology and documentation.
• Exceptional organizational and problem-solving skills.
• Excellent communication and leadership skills.
• Ability to mentor and guide junior staff.