Chronic Conditions Management Program Assistant (Bilingual Spanish)

Kaiser Permanente

Date: 1 week ago
City: San Francisco, CA
Contract type: Part time
Kaiser Permanente
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, respiration's, 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 patient's 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:


  • Minimum one-year secretarial and/or medical setting/front office experience required.


  • High School Diploma or General Education Development (GED) required.

License, Certification, Registration

  • N/A

Additional Requirements:

  • Skills and knowledge of Medical Assistant preferred and may be required for a specific program per medical center policy.

  • Proficient and legible advanced writing, reading, and arithmetic skills required.

  • A minimum of intermediate tested proficiency with Windows, Microsoft Word, and Excel required, and ability to learn complex software programs, including databases, required.

  • Keyboarding at least 40 wpm required.

  • A service orientation and openness to creative and innovative approaches to providing service characterized by cultural sensitivity, respect, and polite communication with patients, staff members, and visitors required.

  • Strong organization and task management skills required, multi-tasking skills in a busy environment required.

  • Ability to be self-motivated, to work independently, and to work as a team member required.

  • The successful candidate must demonstrate the ability to be self motivated, to work independently and to work in a busy environment.

  • Must be willing to work in a Labor Management Partnership environment.

  • BLS may be required per medical center policy.

  • QBS Level I Spanish Required.

Preferred Qualifications:

  • Knowledge of medical terminology strongly preferred. Knowledge of KP systems (e.g., PARRS, RegPlus, CIPS) strongly preferred.

  • Knowledge of ordering materials and monitoring inventory strongly preferred.

  • Good attendance strongly preferred.

  • AA in Business or Health related field strongly preferred.

  • MA certificate preferred and may be required in certain circumstances.

PrimaryLocation : California,San Francisco,San Francisco Mission Bay Medical Offices

HoursPerWeek : 32

Shift : Day

Workdays : Mon, Tue, Thu, Fri

WorkingHoursStart : 09:30 AM

WorkingHoursEnd : 06:00 PM

Job Schedule : Part-time

Job Type : Standard

Employee Status : Regular

Employee Group/Union Affiliation : A01|SEIU|United Healthworkers

Job Level : Individual Contributor

Job Category : Clinical Support

Department : San Francisco-Mission Bay MOB - Population Management - 0206

Travel : No

Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

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