Medical Operations Specialist

SUMMARY: The Medical Operations Specialist works under the direct supervision of the Medical Operations Manager to provide support to the Licensed Medical Practitioner (LMP) and coordinate care within the outpatient program.

ESSENTIAL RESPONSIBILITIES AND TASKS:

• Create/Update/Publish the CODA medical coverage calendar for all CODA departments and disseminate to staff on a minimum monthly basis
• Administratively prepare patients for examination by LMP by prepping charts, attaining prescription drug monitoring program reports, contacting pharmacies, prepare patient education and consent forms and other medical administrative tasks as direct by MOM and LMP
• Coordinate care in the form of requesting of records, communicating progress, gathering of information, and preparing reports.
• Ensures documentation occurs as needed, appropriate to interactions or notes to patients medical record.
• Perform administrative tasks to ensure best patient care including but not limited to: preparing bridge script requests, track missed visits and track medication only services.
• Act as liaison between non-medical Outpatient staff and LMPs for same-day appointment additions and manage patient/pharmacy medication calls per policy and procedure.
• Monitor internal communication to ensure LMPs are notified when patients arrive for medical visits, miss medical visits, and/or provide same day urine drug tests
• Provide high level of professional service including demonstration of respect for patients' privacy and creation of an atmosphere of dignity and patient safety.
• Order and maintain stock of medical supplies
• Complete data entry requirements as required by Outpatient programs.
• Assure patient confidentiality in accordance with CFR 42 and HIPAA.
• Provide backup coverage for administrative or direct service duties where needed.
• Identify and recommend adjustments to program activities to improve outcomes; use data to inform process change and needs for the team in order to improve patient experience.
• Achieve outcomes using methods that align with CODAs mission and values:
  • Communicate accurately and positively about recovery and the use of evidence-based treatments.
  • Use data and science to identify barriers, overcome obstacles, and inform decisions.
  • Be financially responsible; avoid waste, document accurately, seek new opportunities to serve.
  • Demonstrate compassion and respect for others.

REQUIRED EDUCATION, EXPERIENCE AND COMPETENCIES:

• High school diploma or GED certificate.
• Minimum of 1 year experience as a medical office administrative assistant, virtual assistant, or receptionist.
• Demonstrated understanding of and ability to adhere to established principles of patient safety.
• Ability to engage patients with complex needs
• Ability to utilize both oral and written communications skills to effectively communicate with clients, co-workers, community resources, supervisors, and various other individuals encountered in the course of performing work while maintaining client confidentiality and establishing professional rapport.
• Ability to maintain professional communications and boundaries while managing complex situations
• Proficiency in MS Office (MS Word and Excel, in particular), web based programs.
• Working knowledge of office equipment like printers and fax machines.

REQUIRED CERTIFICATIONS AND LICENSES:

• Crisis prevention certification (such as CPI) within six months of hire.
• Basic Life Support (BLS) certification or ability to acquire within one month of hire.

PHYSICAL DEMANDS:

• Must be able to perform Basic Life Support for 15 minutes continuously and maintain BLS certification.
• Must be able to operate a personal computer, including reading from a computer monitor, keyboarding, and using a mouse.

OTHER REQUIREMENTS:

• Attention to detail and problem solving skills
• Strong organizational skills with the ability to multitask.
• Active participant in a team model.
• Consistent attendance and punctuality are required of this position.
• A negative result on all pre-employment, reasonable suspicion, and post-accident drug screens.
• An acceptable criminal record as determined by DHS, the Oregon Administrative Rules, and the Oregon Revised Statutes; and no current supervised parole or probation.
• An acceptable driving record and the recommended amount of personal automobile insurance as determined by CODAs automobile insurance provider.