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Patient Health Case Management Assistant

POSITION:                             Patient Health Case Management Assistant I

STATUS:                               1.0 FTE with benefits, Non- Exempt

DEPARTMENT:                     Medical Department

REPORTS TO:                      Patient Health Case Manager

SUPERVISES:                       None

OFFICIAL DUTY STATION: Los Feliz Health Center


 Asian Pacific Health Care Venture, Inc. (APHCV) is a non-profit community health center, whose mission is to plan, provide, promote, and coordinate accessible, affordable, cultural competent and effective health care service that targets underserved Asian & Pacific Islanders (API) and offers services to all individuals.

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

Breast and Cervical Health & STDs, Hepatitis B, Hepatitis C and HIV Case Management:

This is a 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 STDs, 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 STDs, Hepatitis B, Hepatitis C, HIV screening services.

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


  1. Duties. Function as a backup staff for Patient Case Management Assistant II:
    1. Assist with performing follow ups, referrals, and case management of patient with abnormal breast and cervical cancer as well as STDs, Hepatitis B, Hepatitis C and HIV results in accordance with APHCV set policies and procedure.
    2. Maintain all appropriate chart documentations related to breast and cervical cancer screening and STDs, Hepatitis B, Hepatitis C and HIV
    3. Assist Patient Health Case Management Manger with “Ring” Screening Program. This includes conducting risk assessments with identified positive Hepatitis B, Hepatitis C, HIV patients, making appointments with families and significant others of positive patients, and attending project meetings.
    4. Assist with 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 EWC program
    5. Participate in quality assurance and improvement activities. Such activities include, but not limited to chart review, report creation and data analysis.
    6. Assist to 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.
    7. Manage daily tasks and follow ups pertinent to patient care in the electronic systems (NextGen’s, i2iTracks).
    8. Review EWC monthly proactive reminder reports and corrects any errors.
    9. Assist to enroll and refers women who are not eligible for EWC onto other available programs and document in the APHCV designated information system.
    10. Assist to serve as a liaison to EWC program and coordinate any chart audit that may be requested.
    11. Complete and enter EWC worksheet on DETEC/ print copy to give to billing.
    12. Run case management reports for QI/QA review.
    13. Assist to ensure that patients scheduled for on-site mammogram with Mobile Mammography Inc. has complete referral package by reviewing charts a day before.
    14. Function as an assistant to coordinate on the day of on-site mammogram including eligibility check of required documents and if necessary, enroll EWC program and working with technicians from Mobile Mammography, Inc.
    15. Follow Screening Mammogram Protocol, Diagnostic Mammogram/Breast Ultrasound Protocol Referrals.
    16. Coordinate training for staff, clinicians, and community partners, especially if required by the program (e.g. EWC).
    17. Assist with data collection or data abstraction and reporting per FOCUS project requirements, which included monthly and quarterly data submission requirement.
    18. 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.
  2. Observe all applicable policies and procedures.
  3. Meet performance expectations provided by the Supervisor.
  4. Send out reminder letters for well women’s exam to patients (this task might be transferred to Medical Record).
  5. Assist to 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.
  6. Assure that patients who have received abnormal results have been informed of access to the follow up services.
  7. Work closely with the Members and Community Services Unit staff, nursing staff and providers to ensure and maintain patient follow up procedures.
  8. Answer phones and makes appointment
  9. Any other duties such as assisting with Title X project that might be assigned by the Patient Health Case Manager


  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.



  1. Bachelor’s degree in any area related to health science or social science
  2. Fluency in English and one or more foreign languages
  3. Experience or knowledge of public health programs that cover breast and cervical cancer screening as well as STDs, Hepatitis B, Hepatitis C and HIV treatment services (FPACT, EWC, BCEDP, etc).


  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.


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.