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Case Management Assistant

 

POSITION: Case Management Assistant
STATUS: Non Exempt; Full time
REPORTS TO: Breast and Cervical Health Case Manager
SUPERVISES: None
DEPARTMENT: Medical Department
OFFICIAL DUTY STATION: APHCV-Los Feliz Health Center        

SUMMARY:

This position assumes two main roles: (1) HIV, HBV and HCV Case Management Assistant (approximately 0.5FTE) and (2) Breast and Cervical Health Case Management Assistant (approximately 0.5FTE)

This position assists the Breast and Cervical Case Manager for critical function for quality assurance for APHCV patients by following up with Breast and Cervical abnormal breast and cervical cancer screening and diagnostic cases, and Hepatitis B, Hepatitis C and HIV abnormal cases all in accordance with policy and procedures set by APHCV.  This function is to ensure that all abnormal cases have been notified, linked to follow up and case management activities appropriately documented in the timely manner.  Though focus is on management of abnormal cases, there are some general duties related to breast and cervical cancer and Hepatitis B, Hepatitis C, HIV screening services.

APHCV expects all employees to respond and participate to emergency situation per emergency policies and procedures.

DUTIES AND RESPONSIBILITIES:

  1. Assist Breast and Cervical Case Manager for the following duties. Function as a backup staff for Breast and Cervical Case manager:
  2. Perform follow ups, referrals, and case management of patient with abnormal breast and cervical cancer as well as Hepatitis B, Hepatitis C and HIV results in accordance with APHCV set policies, procedure and clinical guidelines.
  3. Work with various clinic staff (interpreters, nursing staff) or directly communicate to patients of their abnormal test results within 10 working days of the receipts of the test results and referrals for required diagnostic treatment or evaluation are made within 10 days of the receipt of test results.
  4. Maintain all appropriate chart documentations related to breast and cervical cancer screening and Hepatitis B, Hepatitis C and HIV
  5. Maintain well women’s registry in the specified clinic tracking system (e.g. i2iTracks, NextGen’s). This would include data entry of various screening and diagnostic test results into i2iTracks within 2 days of receipt and breast and cervical cancer data entry to state Every Woman Counts (EWC) program
  6. Participate in quality assurance and improvement activities. Such activities include, but not limited to chart review, report creation and data analysis.
  7. Work with financial screeners or directly enroll all eligible clients to Breast and Cervical Cancer Treatment Program.
  8. Ensure that patients who had abnormal results and scheduled for follow up to complete their appointments, and re-schedule patients as necessary within a set timeline.
  9. Maintain up-to-date referral resources pertained to breast and cervical cancer and HIV services (e.g. treatment options, support group, etc.).  Provide quarterly (or as needed) updates and reminder to all providers regarding availability of such resources.
  10. Manage daily tasks and follow ups pertinent to patient care in the electronic systems (NextGen’s, i2iTracks).
  11. Alert Medical Record department when test results and pertinent medical records from external specialists are not received within two weeks of scheduling patient through tasking process.
  12. Follow up with patients post and in-treatment of breast cancer to ensure that they’re receiving appropriate primary care services.
  13. Review EWC monthly proactive reminder reports and corrects any errors.
  14. Enroll and refers women who are not eligible for EWC onto other available programs and document in the APHCV designated information system.
  15. Serve as a liaison to EWC program and coordinate any chart audit that may be requested.
  16. Complete and enter EWC worksheet on DETEC/ print copy to give to billing.
  17. Run abnormal case management reports and any other reports assigned by the Supervisor for review.
  18. Ensure that patients scheduled for on-site mammogram with Mobile Mammography Inc. has complete referral package by reviewing charts a day before.
  19. Function as a front desk staff on the day of on-site mammogram including check in and enroll EWC program and coordinate working with technicians from Mobile Mammography, Inc.
  20. Follow Screening Mammogram Protocol, Diagnostic Mammogram/Breast Ultrasound Protocol and Komen Grant Referrals for Women under 40.
  21. Coordinate training for staff, clinicians, and community partners, especially if required by the program (e.g. EWC).
  22. Assist with data collection or data abstraction and reporting per FOCUS project requirements, which included monthly and quarterly data submission requirement.
  23. Conduct Cervical Cancer Screening and/or Breast Cancer Screening recall telephone calls to existing patients and new members this includes merging a recall list and a member list from Health Care, LA IPA.
  24. Observe all applicable policies and procedures.
  25. Meet performance expectations provided by the Supervisor.
  26. Mail out normal breast and cervical cancer screening results letters to patients within two weeks of screening date.
  27. Send out reminder letters for well women’s exam to patients (this task might be transferred to Medical Record).
  28. Ensure patients are notified of their abnormal test results within 10 working days of the receipts of the test results and referrals for required diagnostic treatment or evaluation are made within 10 days of the receipt of test results.
  29. Assure that patients who have received abnormal results have been informed of access to the follow up services.
  30. Work closely with the nursing staff and providers to ensure and maintain patient follow up procedures.
  31. Answer phones and make appointment
  32. Any other duties such as assisting with Title X project that might be assigned by the Breast and Cervical Case Manager

QUALIFICATIONS:

  1. Existing skill or fast learning ability to learn how to use computer and software such as NextGen
  2. Existing experience or fast learning ability to collect and analyze data.
  3. Ability to work with little supervision, identify and prioritize tasks to meet deadlines.
  4. Strong oral and written communication skills.
  5. Knowledge and familiarity with clinical setting preferred.

Preferred Skills/Experiences

  1. 2 year college degree
  2. Experience or knowledge of public health programs that cover breast and cervical cancer screening as well as Hepatitis B, Hepatitis C and HIV treatment services (FPACT, EWC, BCEDP, etc).

Human Resource Procedural Requirements:

  1. Completed Health Assessment Form-A health examination for the past 6 months before the projected start date;
  2. Completed Department of Justice Background Check (Live Scan);
  3. Employee’s Proof of Auto Insurance (If driving of agency’s vehicle is required);
  4. Completed Department of Motor Vehicles Background Check (If driving of agency’s vehicle is required);
  5. Proof of eligibility to work in the USA.

PHYSICAL REQUIREMENTS:

He/she should be able to push up to 15 pounds, stand up lifting up to 10 pounds, lifting and carrying up to 20 pounds, driving automobile, and working in confined spaces.