Baldwin Family Health CareJob Description

Job Title: PCMH Site Coordinator

Effective: 8/31/2015Supersedes:Case Manager

Date of last Revision: Status: Non-Exempt

Date of last Review: Pay Grade:9

General Function:Assist in the planning, coordination, monitoring and evaluation of wellness related services for patients with an emphasis on quality of care, continuity of services and cost effectiveness. This position is grouped in the series of patient care specialist job descriptions as medical office workflow is integral to the success of the Patient Centered Medical Home initiative.

Performs all responsibilities according to best practices in the field and reflecting the mission and vision of Baldwin Family Health Care.

Primary Responsibility:

1. Coordinate Patient Centered Medical Home care activities at assigned site

Performance Standards:

  • Current working knowledge of patient care registry and NextGen Care Management template.
  • Create and distribute pre-visit care summary documents from registry for staff huddles.
  • Prepare, organize and maintain required documentation for BCBS and NCQA PCMH recognition.
  • Prepare supplemental information and educational materials for patients scheduled to be seen within the clinic that are due for wellness related care.
  • Participate in staff/provider huddles.

2. Coordinate care for a patient population identified as Care Managed as part of our NCQA PCMH activities and not otherwise assigned.

Performance Standards:

  • Review provider treatment plan with patients to establish self-management goals and document per policy.
  • Document care management activities within electronic health record.
  • Ensure managed care patient information is reviewed by primary care provider.
  • Track and follow up identified patients to ensure they meet goals and established disease management standards.

Primary Responsibility:

3. Participate in patient education or medical care at current licensure level.

Performance Standards:

  • Verifies patient identity using at least two patient identifiers according to Family Health Care procedure.
  • Documents the chief complaint (subjective).
  • Obtains and documents patient care information and history per established work flow and documents within the Electronic Health Record (EHR).
  • Reconciles patient medications at every visit in the EHR and assists in educating the patient on new medications or questions with existing medications.
  • Reviews and verifies immunization status against MCIR (Michigan Care Improvement Registry) and patient record. Updates EHR to include all immunization information.
  • Prepares all forms requiring patient signature (i.e. controlled substance agreement, office procedure consent forms, HIPAA form, etc.).
  • Document all patient communication completely and accurately within EHR (i.e. phone calls, lab/x-ray results, etc.).
  • Addresses assigned tasks within EHR.
  • Able to obtain prior authorizations from insurance companies as needed for medications/procedures.
  • Documents care using computer down time procedure when EHR is not available.

Primary Responsibility:

4. Administers medications safely following established standards, policies, and procedures.

Performance Standards:

  • Is able to understand and carryout written or verbal provider medication orders.
  • Able to calculate correct dosages for medications.
  • Verifies allergies.
  • Follows the Seven Patient Rights regarding medication administration.
  • Performs double check of medication and order prior to administration.
  • Provides instructions for medication use.
  • Administers medications and processes refills at 100% proficiency (i.e. IM, sub-q, etc. as allowed by license level).

Primary Responsibility:

5. Follows Family Health Care’s customer service standards in communicating with patients, staff, and vendors.

Performance Standards:

  • Smiles and acknowledges all who present at either the window, desk, or phone as a priority (as measured by patient feedback, co-worker feedback, and observation).
  • Acts in a professional and courteous manner at all times and follows established dress code.
  • Promotes teamwork.
  • Adapts to change.
  • Exhibits knowledge of the organization and can apply critical thinking skills in resolving issues or involve someone who can help.

Primary Responsibility:

6. Prepares as assigned clinical areas for daily activities/operations/usage to meet provider and patient needs as needed for effective integration of PCMH.

Performance Standards:

  • Ensure work area is properly stocked according to standardized checklist and any additional provider needs.
  • Complete equipment checks, control checks, narcotic counts, refrigerator/freezer checks, AED/emergency kit checks, eye wash station as assigned.
  • After each patient visit, clean and prepare room for next patient according to visit type and established clinical procedure.
  • Completes sample and stock medication verification (i.e. signing in, expiration date, log, lot numbers, etc.).

Primary Responsibility:

7. Maintains appropriate certification/licensure, education and required competencies in order to perform established procedures and sustains regulatory compliance.

Performance Standards:

  • Attends required meetings.
  • Completes competency education and/or assessment as assigned and per regulatory compliance.
  • Maintains appropriate certification/licensure and forwards to Administration.

Primary Responsibility:

8. Provides and documents appropriate patient education and information according to established standards, policies, and procedures; under provider direction and within own level of certification/licensure.

Performance Standards:

  • Obtain and document appropriate wellness and screening information per established procedures.
  • Document patient education and information given (i.e. diet, disease, medication, smoking cessation, etc.).
  • Document and report communicable diseases and/or required reportable situations to outside applicable agencies (i.e. health department, Family Independence Agency, protective services, etc.).

Primary Responsibility:

9. Performs or assists the provider with diagnostic and clinical procedures.

Performance Standards:

  • Ensure proper order received from provider for procedure/diagnostic testing.
  • Follow established policies for each procedure.

Primary Responsibility:

10. Assist with training of staff/students.

Primary Responsibility:

11. Understands the importance of and models a positive attitude and respect towards patients, co-workers, and visitors as outlined in Family Health Care’s Customer Service Standards.

Primary Responsibility:

12. Understands and demonstrates the ability to protect patient privacy according to HIPAA laws.

Performance Standard:

  • Achieving at least a passing score (80%) on the annual HealthStream continuing education platform for HIPAA
  • No incidents related to violation of HIPAA standards are identified.

Primary Responsibility:

13. Understand and follow organization codes and safety policies

Performance Standards:

  • Knows proper code names for emergencies
  • Understands, follows, and participates as appropriate in organizational codes, drills, and safety policies and procedures.
  • Assume security responsibilities of building as appropriate.
  • Achieve at least a passing score (80%) on annual HealthStream continuing education platform

Primary Responsibility:

14. Attends meetings and participates on committees or work groups as assigned.

Primary Responsibility:

15. Other duties as assigned

Knowledge, Skills, and Abilities:

Duties require a basic level of general skills, and a “practical knowledge” level of technical knowledge. This is typically considered an “associates degree” level.

Job duties require an understanding of the theory of the field/trade, so it is possible to select between or slightly modify techniques and practices of the field/trade. Ability to perform job requirements under provider direction and within own level of certification, licensure, or training. Full knowledge and understanding of federal, state, local, and organizational compliance and quality standards. Ability to comply with HIPAA laws and accreditation requirements.

General procedures and specific precedents guide actions. Situations and problems are generally related and recurring, but some new problems occur. Individuals must exercise discretion in selecting an optimal solution from established alternatives which may have differing outcomes. Ability to exercise initiative while utilizing critical thinking in the delivery of quality care and customer service to ensure patient health, safety, and satisfaction.

Individuals' duties include coordinating and directing the work of other employees. Individuals in this role have actual authority, in a "work leader" role that is not truly supervisory.

Ability to work and communicate effectively as part of a healthcare team internally and with outside community health care organizations and personnel Properly reports and documents all patient information. Highly organized and well-developed oral and written communication skills.

Ability to be flexible in meeting clinic and organizational needs.

Exposure to Risk:

Under normal conditions, high exposure to risk.

Supervision Received:Supervision Exercised:

Reports directly to assigned Site Facility ManagerNone

Typical Working Conditions:

Work is performed in a medical office environment under normal working conditions. Work may be stressful at times and involve occasional irregular schedules. Work involves direct contact with patients, vendors, staff, and agency representatives. Occasionally lifts supports and carries items weighing up to 200 pounds with assistance. Requires full range of body motion including handling and lifting patients, manual and finger dexterity, and eye-hand coordination. Requires standing and walking for excessive periods of time. Requires hearing and vision correction to normal range. Work is subject to frequent interruptions.

Formal Education Requirements:

Job duties require a combination of more advanced general and technical knowledge, which may be acquired in several ways. This may include a “bachelors degree” level without a specific major (a broad base of general knowledge) or an “associates” degree level of technical knowledge with additional broad general knowledge, or an “associates” degree level of basic knowledge with some additional certification in a specialty.

Job duties require a strong understanding of, and experience in, applying the techniques and practices of the field/trade.

Preferred: BSN(Licensed to practice as a Registered Nurse (RN) in Michigan); 1 year in a Patient-Centered Medical Home clinical setting or knowledge of the Patient-Centered Medical Home initiative; 2-5 years case management experience.

Optional: Other licensed medical professionals who possess the appropriate clinical skills are also eligible.

Licensing and Certification:

Appropriate and current clinical licensure; Certified Medical Assistant considered. Current certification in CPR.

Specific Software Skills:

Proficiency in computer skills, including Microsoft Office – specifically Word and Excel. Ability to correspond and access databases. Experience with electronic health records (NextGen) preferred.

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Approved by President / Chief Executive Officer ______Date ______

This document is intended to describe the general nature and level of the work performed by incumbents in this job. It is not intended to provide an exhaustive list of all the responsibilities, duties and skills required in this job, nor is it intended to limit the authority of any officer of management representative to assign or direct the activities of employees under his or her direction.

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My supervisor has explained my job description to me and I understand the contents. I have received a copy of my job description.

Employee’s Signature ______Date ______

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