OB SUMMARY:
The Pre-Visit Planning Coordinator II will serve patients by receiving, reviewing and reconciling patient registrations, clinical checklists, incoming medical records, required consents and screening tools in advance of scheduled provider appointments while providing an excellent patient and provider experience. Additional responsibilities include collaboration with Risk department for focus review and outreach of documentation as it relates to legal decision making authority, such as Guardianship, Health Care Power of Attorney, Custody orders and variations of these types.
SPECIFIC RESPONSIBILITIES:
Receive, review and evaluate patient demographic and legal decision making authority information and required authorized signatures
Outreach to referral sources, community agencies, assigned guardians and others designated with legal decision-making authority to obtain valid and current proof of authority status.
Work in the Patient Document Assistant program to send receive, track and assign documentation status and state.
Use clinical checklists to ensure appointment type requirements have been received
Outreach to patient for any missing or additional required information
Regular review and scheduling of annual wellness visit and well child visits
Upload approved documents into EHR
Documentation in Electronic Health Record and MAHEC IT systems to flag or relay information with the providers
Monitor work queues for incoming patient or providers messages
Re- schedule appointments when required
Confirms preferred pharmacy information.
Coordinate interpreting services for patients
Answer phones, check and respond to voicemails
Participate in orientation and training of new staff
Float within Pre-access functions as and when needed
Participate in process improvement of new and existing workflows
Actively embraces and supports divisional and organizational initiatives
Participate in outreach initiatives, community events, and seasonal clinics
Performs outreach/reminder calls to high risk /high acuity patients as defined
This role description is a general description of the essential job functions. It is not intended to describe all the duties the Pre-Visit Planning Coordinator may perform.
KEY COMPETENCIES:
Communication Skills
Effectively and respectably communicate with other individuals, whether it be a colleague, patient, legal guardian or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.
Decision Making
Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.
HealthCare Knowledge
Having the drive to keep yourself abreast and up to date on MAHEC programming and services offered as well as required trainings for job duties and MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.
Interpersonal Skills
Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.
Organizational Values
Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.
Problem Solving
Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. Multi- tasking ability between incoming and outgoing work. Measuring success by understanding where we are currently and where we want to go and then applying new ideas to affect positive change.
SPECIFIED SKILLS
COMPUTER
Training and experience in types of Legal decision-making Authority documentation, and the principles of review and approval.
Mid- Level to Advanced computer skills as it relates to working with medical office software program(s)
Experience with Electronic Health Records; patient privacy and security tenants.
FOREIGN LANGUAGE
Ability to speak Spanish strongly preferred.
OTHER
Knowledge of medical office functions including business office work flows
Basic medical terminology proficiency preferred.
PHYSICAL DEMANDS
Not Applicable.
SUPERVISORY RESPONSIBILITIES: N/A
EDUCATION AND EXPERIENCE
MINIMUM QUALIFICATIONS:
Training/experience in Guardianship or other Legal Decision-making authority documentation types and principles
Any combination of education and experience equivalent to the following: High school diploma or equivalent, two years of relevant experience, or comparable combined education and/or experience required.
PREFERRED QUALIFICATIONS:
Previous customer service experience in a medical office/clinical environment/call center preferred.
REQUIRED LICENSES: N/A
SCHEDULE:
- Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.
COMPENSATION:
- $22.70/hr + MAHEC Total Rewards Package
At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive.
MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC.
If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to [email protected] for support in your job search process. You could be the talent we are seeking for this or other opportunities
All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.
MAHEC does not provide employment-based US visa sponsorship, now or in the future. All new employees must provide valid, original I-9 documents on their first day of work.
MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer.
Skills Required
- Training or experience with guardianship and other legal decision-making authority documentation and review principles
- High school diploma or equivalent
- Two years of relevant experience, or comparable combined education and experience
- Mid-level to advanced computer skills with medical office software programs
- Experience with electronic health records and patient privacy and security requirements
- Knowledge of medical office functions and business office workflows
- Previous customer service experience in a medical office, clinical environment, or call center
- Basic medical terminology proficiency
- Ability to speak Spanish
What We Do
Established in 1974 as a non-profit, the Mountain Area Health Education Center (MAHEC) aims to improve the training and retention of healthcare professionals in Western North Carolina. MAHEC provides compassionate clinical care in fields such as family medicine, internal medicine, and ob/gyn, while training the next generation of physicians, pharmacists, and dentists through specialized residency and fellowship programs.
