Patient Intake & Chart Prep Coordinator

The patient intake coordinator is a critical part of the office team helping to facilitate the patients progress while establishing care and resolving acute scheduling needs. Under the general supervision of the Clinical Director of the Provider Practices, is responsible for ensuring consistent, timely and accurate, record retrieval, loading, chart preparation and reconciliation for Primary Care and Specialty Providers in order to facilitate efficient office visits for new and established patients in advance of the scheduled appointment. As a PL-I, Assists with processing prescription refill requests, patient communication, and acute clinical issues through appropriate scheduling on behalf of the Primary Care and Specialty Practices.

Responsibilities:

Chart & Appointment Preparation:

• Ensures preload of pertinent patient information in the electronic record has occurred for all upcoming appointments. This may require record retrieval; scanning; requesting; reviewing; and 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

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.

Assures scheduling integrity for patients by removing duplicates.

Collaboration with key Stakeholders:

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.

Clinical Functions:

Follows established medication refill protocols to ensure timely and appropriate follow through, closing the loop with patients as a result.

Assures appointment type scheduled aligns appropriately for the clinical needs of the patient.

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.

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: Healthcare or medical office setting experience preferred. Will provide on the job training and education for right fit candidates who desire a clinical support based position.

Experience: Strong medical terminology and familiarity with typical components of a patient record desired.

Qualifications

Licenses & Certifications

Required