Chronic Conditions Management Program Assistant

Job Summary :

The Program Assistant works under the direction of the CCM Manager and / or care / case managers to support the delivery and daily operations of CCM Population and care / case management programs. Support includes, but is not limited to, clerical duties, managing office logistics; facilitating communication with members, primary care team staff, and other departments and services, processing and maintaining databases, and maintaining program resources.

Essential Responsibilities :

• Assists the CCM Manager or care / case manager in screening and enrollment of patients :
• May conduct population or care / case management program outreach efforts, using the system database or other outreach lists
• Obtains and reviews charts or other data related to ER visits and hospital admissions for follow-up and program enrollment
• Processes referrals received from electronic referral system
• Provides initial outreach to patients, introducing the care / case management program and processing of new referrals
• Sets up initial visits and / or classes as appropriate and mails out program materials
• Generates authorization letter when requested and follows up to ensure that written authorization is received if not electronically referred from primary care provider.
• Provides logistical support for classes, group visits and clinics :
• Schedules conference rooms
• Schedules patients
• Confirms schedule with providers and presenters
• Provides reminder calls / letters to patients
• Assists in preparing charts and supplies
• Assists patients in completing program questionnaire or log as needed
• Checks blood pressure, pulse, respirations, height, weight, peak flows, spirometry or downloads glucose meters as needed
• Registers members and generates OSCR forms per medical facility policy.
• Conducts visit registration and scheduling of telephone and clinic visits :
• Schedules appointments
• Provides reminders as needed
• Coordinates or provides resources for patient-specific prevention activities
• Registers members for visits and generates OSCR forms per medical facility policy
• Processes referrals, schedule classes and follow-up appointments as directed by care / case managers
• Contacts overdue patients by phone or letter at direction of care / case managers.
• Maintains computer databases :
• Adds and delete patients into the Patient Alert System using program guidelines
• Manipulates and utilizes data in current patient population management report system.
• Enters patients in care / case management software programs and maintains data as appropriate, e.g. AmCare, Lotus Notes Case Management System, Cholesterol Management Program, MULTIFIT Program, etc.
• Maintains Access or Excel patient logs if used in conjunction with care / case management software applications.
• Manipulates and utilizes data to generate reports and queries as needed.
• Maintains daily program operations :
• Prepares, maintains and provides member packets for enrollment, group visits, classes and / or clinics
• Sends letters to patients and patients providers
• Makes copies of program materials, send faxes as needed
• Establishes and maintains a department filing system
• Answers phone and voice mail and routes messages to appropriate person; provides call backs to patients relaying responses from care / case manager
• Sorts and routes department mail
• Orders and transfers charts at the direction of care / case managers
• Sends memos and progress notes to patients MD / NPs
• Contacts patients by phone or by letter at direction of care / case managers for follow-up
• Upon program completion places patients on booking list for routine follow-up appointment with their primary care MD / NP per medical center policy
• Orders office and program supplies
• Works with care / case managers and other staff to maintain patient education resources, including inventory, ordering and distribution
• Communicates with Schedule Maintenance Department regarding care / case manager schedules.
• Supervisory Responsibilities : This job has no supervisory responsibilities.

Grade 400

Basic Qualifications :

Experience

Education

License, Certification, Registration

Additional Requirements :

Preferred Qualifications :

Primary Location : California,Martinez,Martinez Hacienda Medical Offices

Scheduled Weekly Hours : 1

Shift : Day

Workdays : Mon, Tue, Wed, Thu, Fri, Sat, Sun

Working Hours Start : 08 : 00 AM

Working Hours End : 04 : 30 PM

Job Schedule : Call-in / On-Call

Job Type : Standard

Worker Location : Onsite

Employee Status : Regular

Employee Group / Union Affiliation : A01|SEIU|United Healthcare Workers West

Job Level : Individual Contributor

Department : Martinez Hacienda Med Offices - Population Mgmnt-Other Progs - 0206

Pay Range : $40.81 - $42.93 / hour

Travel : No

On-site : Work location is on-site (KP designated office, medical office building or hospital). Worker location must align with Kaiser Permanente's Authorized States policy. Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.