“... leading you to better health” / JOB DESCRIPTION
Job Title: Women’s Health Care Coordinator
MISSION: The mission of Windrose Health Network, Inc., (“WHN”) is to improve the health status of the patients and communities it serves by providing affordable, high-quality, holistic, family-oriented primary & preventive healthcare services - - with a particular emphasis on helping the medically underserved and vulnerable residents.

ROLE: Supports WHN Medical Providers DEPARTMENT: Clinical

FLSA STATUS:Hourly, Non-exemptDIRECT REPORTS: None

REPORTING RELATIONSHIPS: Charge Nurse/Practice Manager

PURPOSE:

1.Clinical – The “Care Coordinator” (CC)provides both direct and indirect patient care, under the supervision of a WHN medical provider, to patients with standard, urgent, emergent or potential health problems. Such care includes, but is not limited to, general patient care, assistance with procedures, documentation of activities and patient/family education. The CC will provide care utilizing established patient care principles and standards as well as established WHN policies and procedures.

2.Office – The CC establishes and maintains positive, patient-oriented care when providing office services to patients in the Health Center setting. These services include, but are not limited to, greeting, instructing and directing patients in the Health Center; assisting in scheduling/rescheduling appointments; obtaining demographic, insurance and other data when registering patients for appointments; and assisting with the patient check-out process.

3. Care Coordination: Coordinating services specific to the needs of prenatal and women’s health

patients, including collecting and maintaining data; maintaining effective relationships and

communication with internal and external providers and organizations; coordinating appointments,

prior approvals, forms, and follow up for patients receiving care through the Breast and Cervical

Cancer Prevention (BCCP) program and/or the Little Red Door (LRD) Cancer Agency.

JOB RESPONSIBILITIES:(Note: An asterisk indicates an essential job function)

1.Clinical Component * (65%): The CC is responsible for completing the following clinical duties:

A.Duties Related to Direct Patient Care:

1)Reviews current patient data prior to each office visit for laboratory, x-ray and other test results.

2)Obtains patient medical and interval history, physical assessment date (e.g., vital signs, height, and weight),medication history, etc.

3)Maintains accurate and timely documentation of all pertinent data in medical record. As indicated, collects, aggregates and displays data for clinical plan and other Quality Improvement activities.

4)Prepares patient for examination, sets-up any necessary equipment and assistsmedical provider(s), as needed, with the medical exam, treatment and/or testing.

5)Evaluates patient’s care needs through assessment, observation and comparison to established WHN protocols and standards, planning, interventions, re-evaluation, and written documentation. While completing these tasks, the CC also:

a.organizes patient care needs and ensures continuity of care in conjunction with the clinicalprovider;

b.provides care specific to the special needs and behaviors of patients based on patient’s age and assessed level of growth and development for all life stages; and

c.assures participation of patient, and significant others, in plan-of-care including discharge planning.

6)Administers in-office ordered medications while documenting appropriately- - i.e., medicationadministered, dose, route & site, (if applicable), time, response or reaction (as appropriate)and signatureor initials. These activities may include intravenous access, fluid replacementwith or without additives, and/or one time push medications.

7)Maintainspatients’ immunization logs, as appropriate, by documenting pertinent data including, but not limited to, patient name, lot number, expiration date and signature or initials.

8)Obtains blood samples as needed and performs all CLIA certified or waived tests as ordered by medical provider.

9)Assistsclinical provider with procedures and examinations within scope of practice, as needed.

10)Confers with patient and front office regarding scheduling priorities for acute and routine visits.

11)Schedules all patient referrals for specialty and diagnostic services; schedules tests, procedures and admissions; and provides and document prior authorization information as needed/requested to third party payers.

12)Working with the medical provider, provides patient and family with appropriate education regarding medications, treatments, tests, procedures + results and documents this data.

13)Under the direction of the medical provider, answers telephone requests by patients by documenting the completing the following:

a.the date and time the call was received,

b.all pertinent patient identification data,

c.all patient requests,

d.the medical provider’s response, and

e.patient follow-up.

In completing these tasks, the CC will authenticate his/her documentation in the medical record via personal initials or electronic signature.

14)Implements and positively reinforces with patient the medical provider’s orders and/or treatment methodologies.

15)Maintains patient flow through efficient use of exam rooms.

B.Duties Related to Health Center Clinical Environment and Care Administration:

1)Assists with the ongoing maintenance of patients’ medical records, including filing.

2)Maintainsa clean and neat work environment, including adhering to Health Center protocols regarding daily disinfection of exam tables, work surfaces and equipment, etc.

3)Restockspatient care supplies, monitors supply usage, and submits supply reorders in a timely manner.

4)As needed, sterilizes, repacks and labels, including writing in dates, instruments. As required, completes biological monitoring and testing of sterilizers.

5)When indicated, completespaperwork related to patient care - - e.g., workers compensation, and disability forms.

6) Ensures that all Health Center medications, both stock and sample, are current, as well as maintains security for all drugs stored in the Health Center.

7)Adheres to Health Center safety regulations, emergency preparedness plans, infection controlpolicies, fire & safety guidelines, hazardous materials and Blood + Body Substance precautions as well as complies with OSHA, CLIA, and any other regulatory agency guidelines pertaining to the Health Center.

8)Utilizes universal precautions while treating patients as well as when handling infectious/ hazardous waste material.

9)Maintains up-to-date medical knowledge base by studying current professional literature as well as attending training seminars/conferencesas approved by the Health Center’s Practice Manager.

10)Attends staff meetings and other work-related meetings, as required.

11)Performs other verbal or written, specific assigned tasks related to the daily operations of the WHN, requiring similar or lesser skills and abilities, some of which are continuing, while othersare occasional in nature.

12)Conducts all activities in compliance with applicable laws, regulations, standards, and WHN policies and procedures including Blood and Body Substance Precautions.

2.Front Office/Care CoordinationComponent (35%): The Care Coordinator is responsible for completing the following Front Office and Care Coordination duties:

A.Maintains clean and neat work environment.

B.Handles all requests for copies of patient medical records, while ensuring that all request have appropriate authorization and documentation.

C.Informs medical providers of upcoming schedules, patients or scheduled meetings

D.Maintains up-to-date knowledge of eligibility requirements for Medicaid, BCCP and LRD, and attends training seminars/conferencesas approved by the Practice Manager.

3.Miscellaneous: In addition to the aforementioned duties, the Care Coordinator:

A.prepares reports and other documentation as required;

B.attends meetings and training sessions as required;

C.conducts all activities in compliance with applicable laws, regulations, standards, and WHN policies and procedures including Blood and Body Substance Precautions; and

D.executes other verbal or written specific assigned tasks, requiring similar or lesser skills and abilities, as required with regard to the WHN’s daily functioning.

NOTE: The essential functions identified here are a representation of those duties required of this position and in no way are intended to be an exhaustive list.

PERFORMANCE REQUIREMENTS:

1.KNOWLEDGE, SKILLS, AND ABILITIES: This position requires:

A. Clinical Component:

  • knowledge of theory and practice for providing and evaluating care;
  • knowledge of organizational policies, regulations and procedures to administer patient care;
  • knowledge of medical equipment and instruments to administer patient care;
  • knowledge of common safety hazards precautions to establish a safe workingenvironment;
  • knowledge of and ability to adapt care provided to meet the needs of all age groups at varied levels of growth and development;
  • skill in applying nursing principles of care;
  • ability to identify problems and offer solutions;
  • knowledge and skill with WHN’s EMR/PM system;
  • skill in preparing and maintaining records, preparing reports and communicating information;
  • skill with customer service and telephone interactions with the public;
  • skill in establishing effective working relationships with patients, families, physicians and other practice and public personnel;
  • the ability to prioritize and completemultiple tasks quickly and efficiently;
  • ability to react calmly and effectively in stressful situations; and
  • ability to communicate clearly while maintaining confidentiality.

B. Front Office Component:

  • knowledge of medical office administrative procedures;
  • knowledge of grammar and spelling to type patient information;
  • knowledge and skill with WHN’s word processing systems;
  • skill in operating a computer and photocopy machine;
  • skill in greeting patients and answering telephone;
  • ability to read, understand and follow oral and written instructions;
  • ability to sort and file materials;
  • knowledge of insurance eligibility;
  • ability to make mathematical computations;
  • ability to communicate in a clear and concise manner while respecting the need for confidentiality; and
  • knowledge of rules and regulations related to HIPAA and Corporate Compliance.

C. Care Coordination Component:

  • knowledge of prenatal and women’s health procedures;
  • knowledge of care coordination concepts;
  • working knowledge of computer-based programs such as Word, Excel, etc. to maintain data
  • knowledge of eligibility requirements and available services from the BCCP and the LRD;
  • Maintain effective relationships and communication with internal and external providers and organizations;

2.EQUIPMENT USED: Resuscitation equipment, blood pressure cuffs, thermometers, scales, autoclaves, computer, electronic medical record and standard office equipment

3.MENTAL DEMAND: Detailed work, handling confidential information; writing and documentation skills, high level of interpersonal skills and communication skills; problem solving and analytical skills, must be able to read medical records; comply with confidentiality standards; perform mathematical computations, undertake problem-solving; perform multiple concurrent tasks quickly despite constant interruptions.

4.COMMUNICATIONS: Requires effective written and verbal communication skills; strong customer service skills, ability to work as a team member - - i.e., the ability to effectively participate in a team setting, as well as build and maintain effective work relationships.

5.PHYSICAL EFFORT: Will undertake standing, walking, bends and lifting throughout the workday; Also will be perform bending, balancing, reaching, twisting, writing, sitting, talking, hearing, handling, fingering, and seeing. May lift patients as well as carry, push and/or pull equipment and supplies.

[Sedentary work: exerting up to 10 pounds of force occasionally and/or negligible of force frequently.When providing direct patient care, performs very heavy work: exerts in excess of 100 pounds of force occasionally and/or excess of 50 pounds of force frequently.]

6.WORKING CONDITIONS: Primary work environment is a well-lighted, indoor office setting with no notable exposure to fumes, dust, or extremes in heat or cold. Will have frequent exposure to people with various illnesses and diseases,including communicable diseases, toxic substances, medicinal preparation and other conditions common to a medical practice environment.

[Category II: Occasional exposure to blood/body fluids.]

7.EDUCATION, EXPERIENCE, AND TRAINING:At a minimum requires certification as a trained Medical Assistant, while Licensed Practical Nurses and Registered Nurses need a current Indiana license. Two (2) years work experience in a physician’s office or comparable setting is preferred.

8.POPULATION BEING SERVED BY POSITION: Geriatrics,Adults, and Adolescents.

Windrose Health Network, Inc., (“WHN”) is an equal opportunity employer. In order to protect the right to equal employment opportunity, WHN does not discriminate against individuals on the basis of race, color, age, sex, national origin, creed, or qualified individuals with disabilities.
As noted previously, this Job Description is not intended to be an exhaustive list of all job-related duties and responsibilities that an incumbent might perform. Employees will be required to perform any other job-related duties by their supervisor. Also, all requirements of this job are subject to possible modification to reasonably accommodate individuals with disabilities.
Requirements listed are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent must possess the abilities and aptitudes to perform each duty/requirement proficiently.
This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

APPROVED BY:

Executive DirectorDate

I have read and understand the responsibilities and requirements of my job description.
Employee SignatureDate

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