Chart Prep Specialist / Medical Assistant

Under the general supervision of the Clinical Director of the Provider Practices, is responsible for ensuring consistent, timely and accurate chart preparation and reconciliation for Primary Care Providers in order to facilitate efficient office visits for new and established patients in advance of the scheduled appointment. As a Chart Prep Specialist Medical Assistant hybrid, processes prescription refill requests, prior authorizations and inboxes on behalf of the Primary Care Practices and assists with practice voicemail message line resolution. Staff member will also assist the office in a clinical manner rooming patients and completing other clinical functions.

Responsibilities:

Chart and Appointment Preparation

• Ensures preload of pertinent patient information in the electronic record has occurred for all upcoming appointments. This may require record retrieval, scanning, requests and review, updating for procedures, urgent visits, diagnoses, and treatments.
• Ensures appropriateness of scheduled appointments to mitigate cancellations.
• Identifies need for addition of appropriate flowsheets into patient charts based on patient active problems and medications.
• Assist with the auditing and updating of Health Manager

Reconciliation

• Reconciles patient information from all EMR systems.
• Identifies outstanding referrals and orders, and ascertains patient follow through to close order when possible.
• Identifies barriers and opportunities to connect patient to resources to increase success of order completion when research finds lack of follow through.
• Reconciles medications and allergies from all EMR systems, contacting patient if necessary to accurately and safely reflect an updated list.

Clinical Functions

• Follows established medication refill protocols to ensure timely and appropriate follow through, closing loop with patient as a result.
• Adheres to best practice workflows for assistance with clinical phone messages, utilizing clinical resources as necessary to resolve patient issues.
• Assures scheduling integrity for patients by removing duplicates.
• Assures appointment type scheduled is appropriate for the patient need.
• For prevention related to routine health screening recommendations such as mammograms, colonoscopies, low dose CTs, etc., connects with patient to determine follow-up to close documentation loop, or when appropriate, reengages the scheduling process to assure follow through.
• Medical Assistant support as needed by practices including rooming of patients, vaccine administration, 12 lead EKGs and other clinical functions.
• Processes prior authorizations in a timely fashion to meet patient needs.

Collaboration with Key Stakeholders

• Communicates with clinical and office staff in multiple practices and works within Allscripts compass to ensure appropriate patient follow up.
• Consults Clinical Director when concern or questions arise from chart review findings.
• Connects with appropriate staff members in the practices to verbally update pertinent findings to facilitate an optimized appointment for the patient.
• Effectively uses phone notes to communicate with the appropriate office staff to ensure proper documentation.
• Become a super user of EMR systems to be able to offer support and education in clinical and non-clinical settings.
• Is an active participant in the education of the office staff as needed.

Secondary Functions

• Performs similar or related duties as required or directed
• Serves on committees and attends meetings as requested
• Utilizes supplies and equipment properly without waste

Organizational Expectations:

Attendance: Attendance is an essential job function; employee comes to work daily, on time, and completes scheduled shift

HIPAA: facilitates to maintain patient confidentiality

Internal communication: contributes to positive team performance and a culture of service excellence through effective communication, active listening, and respect

Interpersonal relationships: maintains appropriate interpersonal relationships with staff, patients, and visitors at all times. Works as a team member with other departments.

Safety: Practices workplace safety daily

Employee Engagement:

Actively participates in all hospital Service Excellence initiatives and trainings

Attends and participates in a minimum of 50% department staff meetings and signs off on review of 100% department staff meeting minutes

Completes all required annual education on or before the due date

Knowledge Skills and Abilities: Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that they can perform the primary functions of the job, with or without a reasonable accommodation, using some combination of skills and abilities and possess the necessary physical requirements, with or without a reasonable accommodation, to safely perform the essential functions of the job.

Minimal physical effort required with occasional light lifting to a maximum of 25 pounds; stooping; and pick, pinch, type, or otherwise work primarily with fingers

Ability to effectively manage considerable mental stress

Ability to express or exchange ideas by means of the spoken word

Ability to receive detailed information through oral communication

Ability to communicate effectively with co-workers and convey information in a clear, concise and accurate manner

Familiarity with computer and other business machines

Qualifications:

Education: Completion of Medical Assistant, RN, or LPN program preferred. Internal non-clinical to clinical transition may be considered.

Experience: Minimum one year experience in a Primary Care setting preferred. Strong medical terminology and familiarity with typical components of a patient record desired.

License & Certification: Current CPR or BLS certification required, CMA/RMA preferred

Qualifications

Licenses & Certifications

Required