Office Coordinator and Non-Medical Case Manager

Description

The Office Coordinator and Non-Medical Case Manager is a vital member of the Care Management team.

This role works directly with clients, assisting them in identifying their needs, referring them to appropriate resources to assist with these needs, determining eligibility and financial support according to grant regulations and policies and facilitating their utilization of resources.

· Answers incoming Care Management calls while demonstrating professional phone etiquette.

· Schedules consumer appointments for rapid testing, Ryan White, or HOPWA services with appropriate Medical Case Manager (MCM), if necessary.

· Creates and submits check requests for office invoices to Harrisonburg Community Health Center assigned accounting staff member.

· Manages inventory of Care Management office supplies and submit monthly order of needed office supplies or travel to local store to purchase necessary supplies.

· Purchases gift cards/vouchers using Care Management credit card.

· Provides gift cards/vouchers to eligible clients while collaborating with the appropriate Medical Case Manager.

· Ensure that quality assurance measures, i.e. temperature monitoring, etc. are performed daily when the office is open.

· Maintains current information on all frequently used community resources, as needed, and provides clients in need of identification of new resources.

· Provides educational resources to the patient/family as appropriate.

· Participates in staff meetings, as appropriate, regarding organizational and or consumer services issues and records meeting notes.

· Coordinates, monitors, submits consumer information in Link2Feed client-level database, and completes and submits required reports all Blue Ridge Area Food Bank (BRAFB) activities.

· Orders food bank items from BRAFB and purchases food bank supplies from local stores/markets.

· Maintains neat and organized food bank appearance.

· Assists clients with food bank choices, distribution, and deliveries in collaboration with the Medical Case Managers.

· Completes monthly RW eligibility reverification form and reconcile entries with RW Care Management monthly invoice and in the CAREWARE data base.

· Determines client eligibility for various Ryan White (RW) funded services, including Medical Case Management, Virginia Medication Assistance Program (VA MAP), and other community resources while working as a collaborative Care Management team member.

· Obtains proper documentation for proof of HIV status, residency information, proof of income, and uninsured or under insured status as part of the Ryan White Part B requirements for initial and recertification eligibility determinations.

· Maintains documentation and program notes in the client records, according to Virginia Department of Health (VDH) requirements and Non-Medical Case Management standards.

· Maintains CAREWARE 6 electronic database by entering new and historical client and client account information.

· Completes client data entry into VDH Provide® client-level database.

· Coordinates eligibility and intake services with community agencies, hospitals, and physician practices to assist clients to access services.

· Collaborates with partnering organizations including insurance companies, community resources, consistent with HIPAA guidelines to communicate patient care needs and to maintain continuity of care as needed or required.

· Provides sufficient information to allow patients and their family/significant others, where applicable, to participate in the patient's care and that is consistent with HIPAA guidelines.

· Provides financial assistance to RW eligible clients for which there is no other resource to assure emergency medical needs, including primary care, medication, lab work, dental care, food, housing, and utility needs are met.

· Assists in the identification of improvements to Care Management client service delivery systems, while working within the scope of grant requirements (RW, Housing Opportunities for People with AIDS- HOPWA, etc.).

· Presents information regarding Care Management services to enhance community awareness via incoming consumer phone calls or as requested by the Care Management Director.

· Participates in electronic database trainings to ensure required updates of software use are implemented and trains Care Management staff accordingly.

· Assists Medical Case Managers to ensure consumer completion of RW annual and 6-month eligibility documents.

· Assists with emergencies as needed, according to current office protocols.

· Assists in the orientation of new personnel to the office when asked.

· Advocate for patient’s best interest and make recommendations for patient special needs such as interpreter services; identified barriers to care such as transportation, medication assistance, outreach, and health education; influence patient’s engagement in their care; promote a continuum of safe, quality and cost- effective patient care.

· Performs other duties as assigned.

This position will work routinely with other community professionals who represent medical, legal, educational and social services agencies in obtaining appropriate services for mutual clients.

This position requires a commitment to serving vulnerable, diverse populations and sensitivity to issues of confidentiality of consumer information

Requirements

Minimum Qualifications:

· A high school diploma or GED

· 1-year of experience working with persons living with HIV and/or health training

· Proficiency with Microsoft Office suite

· Excellent written and verbal communication skills

Preferred Qualifications:

· A Bachelor’s degree in a health-related field of study is preferred.

· Bilingual in English and Spanish

· Experience with supply management