NW Psychiatric Care Coordinato

Fulltime (37.5 hours per week) position starting at $25.64 - $26.92/hr. (D.O.E) with COMPETITIVE BENEFITS INCLUDING:

• Generous PTO: Paid Sick Time, Paid Vacation (15 days for F/T Employees), 11.5 Agency Paid Holidays, plus 2 Personal Holidays
• Medical, Dental, Vision, Basic Life/AD&D and Long-Term Disability
• Health Savings Account and Flexible Spending Account
• 403(b) Retirement Plan and Employer Contribution Pension Plan
• Employee Assistance Program

Per the current CBA, union positions will be subject to a 7% increase 7.1.25.

POSITION DESCRIPTION

The Psychiatric Care Coordinator (PCC) provides direct assistance to the psychiatrist(s) for Whatcom Integrated Family Services programs, and ensures all medical information is correctly entered into the Electronic Medical Record (EMR) /patient chart. The Psychiatric Care Coordinator facilitates patient flow, completes telephonic triage for scheduling of psychiatric evaluations and medication monitoring, and follows up with all areas pertaining to prescriptions of psychotropic medications. This includes the study of changing formularies within multiple Managed Care Organizations (MCOs), gathering of detailed history of prior psychotropic medications prescribed, documenting dosage, frequency, effects and side effects, and entry of such into the EMR. Frequently the PCC will negotiate with the MCO (insurance) to receive authorization for needed prescriptions, which may not be included in basic formularies. The Psychiatric Care Coordinator will also interact with the MCO Pharmacy Chief (or other applicable MCO authority) when problematic issues pertaining to prescription payment authorizations arise. When prescription payment authorization is denied, this employee completes the appeal process, unique for each MCO. Once ordered and payment is authorized, the prescription is faxed/called in to pharmacy or ordered through the online prescription service by the employee. As most prescriptions are for behavioral health issues and are psychotropic medications, this can be a complex and time-consuming process. Those who assist our psychiatrists also complete additional medical components of the Electronic Health Records/patient charts pertaining to demographics, current symptoms and behaviors, prior prescribed psychotropic medications, dosage and effectiveness/side effects. Weight and blood pressure are collected and documented at patient's arrival.

MAJOR DUTIES & RESPONSIBILITIES

Duties (completed prior to appointment when possible):

• Gather primary referral (to psychiatric care), behavioral symptoms and concerns from parent, CCS Clinician and others as appropriate. Gather pertinent information from patient and complete patient history, medication history (including dosage, frequency, side effects and effectiveness), and pertinent medical history. Ensure our questionnaires and medical appointment forms are completed in advance of appointment. Document information in EMR / medical chart.
• Complete and document further assessment information in accordance with psychiatrist.
• Update patient's chart, verify demographic information. Confirm no changes in insurance/MCO, address, phone, primary care and other physicians, etc.
• Update current medications, dosages, side effects and effectiveness. Document in EMR /medical chart for psychiatric providers and for use with MCO prescription formulary negotiation.
• Document and highlight allergies.
• Prepare any known needed permissions and releases for communicating with others involved in medical treatment of the child or youth, as appropriate. Provide to parent or caregiver for signature at time of first appointment.
• Provide psychiatrist completed permission and release forms for parent or caregiver to sign during appointment.

• As directed by psychiatric staff, coordinate with the child’s Primary Care Physician’s office (PCP) to ensure needed information is shared bi-laterally, per parent or caregiver permissions, and requests of IFS staff.
• Evaluate needs of emergent patients (those who must be seen with no scheduled appointment) as immediately as possible, working with parent, clinician and PCP to find an appointment time, and complete written information as completely as possible for psychiatric provider in advance of appointment.
• Maintain manageable schedule for psychiatric providers, ensuring patient flow is constant but not too tightly scheduled. It is important to ensure no more than one patient at a time with significant behavioral issues are in waiting areas at the same time. If siblings with significant behaviors will be present for appointments, plan ahead with Clinician for in-office support if needed.

Duties at time of appointments:

• Warmly greet and engage children and youth as well as parents and other caregivers as they arrive. Help to de-escalate anxious patients as well as those demonstrating overt behavioral issues. Be prepared to calmly re-direct and de-escalate, ensuring alternative activities are available to create distraction while maintaining a low key, quiet, non-stimulating environment.
• Take patient vitals at each appointment, and document completely and accurately in the EMR EHR/patient chart.
• Be available/accessible to assist psychiatric provider “in the moment” if needed during child or youth appointments.

Duties pertaining to medications and prescriptions:

• Maintain current information regarding the varying current formularies per multiple Managed Care Organizations (MCOs),
• As needed, provide additional information, and negotiate with the MCO (insurance) to receive authorization for prescriptions ordered. Some prescriptions will not be included in basic formularies. When IFS psychiatric staff does not feel a substitution contained on the formulary list will be effective, and authorization cannot be secured it may be necessary to contact the MCO Pharmacy Chief (or other applicable MCO authority).
• When prescription payment authorization continues to be denied, this employee completes the appeal process, unique for each MCO.
• Once ordered and payment is authorized, the prescription is ordered through the online prescription service, or faxed/called in by the PCC.

Duties following psychiatric appointments:

• Provide patients with written educational material and instructions pertaining to diagnosis, medication(s) prescribed, side effects. Ensure parent or caregiver clearly understands dosage, frequency, missed dosage instructions and reactions or side effects that constitute a medical emergency (reiterating psychiatrist instructions).
• Assist parents and caregivers to arrange and schedule necessary lab appointments for tests required by psychiatric provider.
• When received, gather and communicate laboratory results to psychiatric provider (and patients if directed by provider) in as timely a manner as possible.
• Share medical information with primary care and specialist physicians at the direction of the psychiatrist only, ensure all completed and signed permissions are entered into EHR/patient chart appropriately.
• Maintain diagnostic test results in chart.
• Facilitate the processing of prescriptions, document in medical record per IFS protocol, as directed by psychiatric provider.
• Respond as immediately as possible to parents or caregivers calling to report problems with medications, side effects, allergies, etc. Determine need to contact IFS psychiatrist, Clinician, PCP, for parent to call 911 or transport to an urgent care facility or hospital emergency department.

Data Entry:

• Responsible for the quick and accurate entry of clinical and administrative data into the EMR.
• Assess the accuracy of clinical and administrative data prior to entry and facilitate corrections with supervisors and staff prior to entry.
• Verify all consumers’ funding and authorization limits.
• Maintains up-to-date tracking list of open and closed clients.

Tele-psychiatry:

• Serve as operator for the tele-psychiatry equipment, sit in and record accurate documentation for all tele-psychiatry appointments. Consistently provides follow-up and collaboration with clients/family, tele-doctors and support staff, IT, PCP, therapist pharmacy and program manager as relevant.
• Coordinate schedule for all providers a week ahead, letting them know of schedule changes as they occur.
• Coordinate follow-up appointment information as appointments are scheduled.
• Enter documents to EMR as they are received from labs, teachers, PCPs, schools, etc.
• Prepare letters and fax all initial and follow-up psych notes to the PCPs if they were not already cc’d to the PCP, write incidental notes for the chart.
• As requested, periodically, complete all vital signs for clients and forward data to providers.

Access to and protection of PHI:

• Responsible for upholding a culture of privacy and security in highly confidential work environment (HIPAA covered entity service area).
• Complies with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).

Other work-related duties as assigned.

MINIMUM QUALIFICATIONS

• Associates degree in related field or 1 year of medical training or 2 years of related healthcare experience.
• Experience overseeing patient records, documentation, and database systems in a medical setting.
• Experience providing consistent professional screening/customer service.
• Strong computer skills especially in MS Office.
• Ability to manage a wide range of office telecommunications equipment that are integrated with a large computer network, including phones, faxing, copying, printing etc.
• Excellent written and oral communication skills.
• Excellent interpersonal and organizational skills.
• Typing 50 words per minute, 10-key by touch.
• Must have reliable transportation, valid driver’s license, and automobile insurance.
• Must have an acceptable driving record per CCS’ driving policy (required to provide current driving abstract).
• Applicant must successfully pass required background checks prior to an offer of employment.
• Ability to work both independently and as a member of a team.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.

• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.