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At our organization, we value every individual in our community and recognize the inherent dignity of those we serve. Our mission is to deliver high-quality, comprehensive primary health care to the residents of Washington and Yamhill counties, with a particular focus on migrant and seasonal farm workers. We aim to eliminate barriers to accessing health care and foster an environment that appreciates both our employees and the community members we assist.

If you are passionate about this role but are uncertain whether you meet all the qualifications, we encourage you to apply.

The Panel Care Team Assistant plays a crucial role in supporting a select group of patients within the clinic. As an integral member of a Primary Care Team, this individual helps ensure that patients receive thorough primary and preventive care, along with necessary support services. Responsibilities include coordinating referrals, assisting patients with insurance applications, tracking health conditions, and managing patient communications regarding clinic visits. Additionally, the assistant may help manage obstetric patients if applicable, ensuring that medical information is readily available and providing clerical support to the team.

• Coordinate referrals for specialist consultations and diagnostic tests.
• Track referrals as requested by healthcare providers.
• Ensure timely receipt of reports from referrals and distribute them appropriately.
• Send medical records to specialists as needed.
• Assist patients with eligibility assessments and Medicaid/OHP applications.
• Support patients in maintaining their insurance or other benefit programs requiring re-application.
• Help patients access additional insurance and benefits programs, such as FHIAP, Medicare, BCC, and FPEP.
• Input patient data into tracking and registry software (e.g., Meditracks) promptly.
• Utilize tracking systems to proactively reach out to patients via phone or mail to schedule routine appointments.
• Prepare and provide information from registries to providers before patient visits.
• Conduct chart reviews for obstetric patients post-visit to ensure follow-up appointments and referrals are arranged.
• Prepare charts for obstetric patients at 28 and 36 weeks for provider review.
• Develop OB Delivery Plans with patients.
• Review schedules and charts to enhance the effectiveness of patient visits.
• Obtain external medical records for patients when requested.
• Inform patients of relevant information when no medical decision-making is required.
• Direct patient inquiries to the appropriate team member as necessary.
• Collaborate with the primary care team to analyze and improve the medical home experience for patients.
• Participate in audits of medical records and registries to ensure completeness and accuracy of data.
• Perform clerical tasks such as faxing, photocopying, filing, and scanning documents for the team and patients.
• Carry out additional duties as assigned by the supervisor.
• Handle protected health information (PHI) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

The Panel Care Team Assistant will have access to PHI during their work activities. This information will be utilized to prepare patients and medical records for provider visits, ensuring a smooth workflow in the clinic. Following the minimum necessary standard of HIPAA, the employee will have access to the full medical record and scheduling functions of the practice management system in a view-only capacity.

• Fluency in English and Spanish, both spoken and written.
• Proven ability to work collaboratively as part of a team, with a strong focus on patient satisfaction.
• Excellent interpersonal skills and problem-solving abilities.
• Strong organizational and time management skills.
• Proficient in computer use, including Microsoft Office applications like Word and Excel, or a willingness to learn.
• Accurate typing skills.
• Ability to read and interpret medical records and technical documents, or a desire to learn.
• Familiarity with medical terminology is preferred.

• High School Diploma or equivalent is required.
• Experience with EPIC, MediTracks, or similar disease registry software is a plus.
• Prior experience working with underserved and diverse populations in a non-profit setting is preferred.

• Accountability: Exemplify our mission, vision, and shared values.
• Customer Focus: Listen to customer feedback and strive to exceed their expectations.
• Teamwork: Offer assistance to colleagues when needed.
• Initiative: Embrace innovation and continuously seek to improve work processes.
• Confidentiality: Uphold strict confidentiality and respect the privacy of others.
• Ethical: Exhibit integrity, honesty, and stewardship in all workplace interactions.
• Respect: Show consideration and appreciation for both co-workers and patients.
• Communication: Effectively convey ideas and understand others' perspectives.

• Standing: 5%
• Walking: 10%
• Sitting: 80%
• Lifting/Carrying: 5% - up to 40 pounds

• Computer: for data entry, word processing, database management, internet, and email.
• Telephone: for communication.
• Fax machine.
• Copier/Scanner.

Staff members must comply with immunization requirements as outlined in our organization's immunization policy, as well as state and federal guidelines.

Our organization is an Equal Opportunity Employer. We do not unlawfully exclude any individual from employment consideration based on race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. This policy extends beyond recruitment and hiring to include affirmative action in placement, promotion, transfer, pay rates, and termination.