"Only internal applicants currently employed in the Rowan-Virtua New Jersey Institute for Successful Aging will be considered"

SUMMARY

Under the direction of the Operations Coordinator/ Practice Supervisor, performs a wide range of program support and administrative services consistent with the clinical, educational, and research goals of the New Jersey Institute for Successful Aging (NJISA), that meet the needs of providers, patients, families/caregivers, improve the patient care experience, and achieve program deliverables, revenue goals, and regulatory compliance. As the primary point of contact for the Memory Assessment Program (MAP) within Rowan-Virtua School of Osteopathic Medicine, this position works with an interdisciplinary team of clinicians, educators, and researchers, and is responsible for facilitating communication, coordinating patient movement through the MAP, serving as a liaison between patients/families/caregivers, providers, and administrative leadership, and facilitating integration of patients enrolled in the CMS GUIDE (Guiding an Improved Dementia Experience) Model or referred from the Early Detection of Cognitive Impairment in Primary Care program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To facilitate access, enhance programmatic efficiency, and optimize reimbursement in the Memory Assessment Program (MAP), Program Assistant serves as a “gatekeeper” responsible for coordinating and monitoring a multitude of tasks across a wide variety of stakeholders, and communicates with administrators, providers, and patients/families. Duties span the spectrum of activities in the MAP, including patient intake/screening and triage; insurance verification, scheduling, pre-visit preparation; follow-up and monitoring throughout the MAP assessment, treatment, and management process; handling patient/family/provider inquiries, requests for information/educational resources, and related matters as appropriate; communicating with providers, stakeholders, and administration to address emergent issues or barriers/challenges as they arise; and providing administrative support for providers, patients and families in accessing advanced diagnostic and infusion therapies for Mild Cognitive Impairment (MCI), Alzheimer’s disease and related dementias.   

As the primary point of contact for the MAP:

• Screens incoming phone calls from patients, families, providers seeking services provided in the MAP
• Completes the MAP Phone Intake form as part of the patient pre-screening and triage process for MAP services
• Verifies insurance coverage (i.e., Medicare, Medicaid, commercial, self-pay)
• Triages patients to appropriate MAP pathway based on needs and eligibility per established program protocols and/or based on conversation with MAP provider
• Registers patients in Epic EMR, ensuring completion of required data fields
• Schedules patients for initial and follow-up appointments with the appropriate provider based on screening criteria, program triage pathway, patient needs, and basis/type of referral, coordinating with the Front Desk
• Confirms appointments, manages cancellations, no-show lists, and manages/monitors the MAP waitlist
• Provides MAP Patient Questionnaire via USPS, email, or available link to fillable form in Virtua Epic MyChart in preparation for MAP office or telehealth visit
• Describes MAP visit to patient, including paperwork requirements, arrival times, length of visit, appointment details (i.e., need for someone to accompany patient to the visit; bring medications, glasses, hearing aids, other assistive devices)
• Monitors/tracks patient movement throughout the MAP assessment, evaluation, and treatment process
• Monitors Epic in-basket patient calls, open encounters, and outside messages for all MAP providers
• Works with the NJISA social worker and Dementia Patient Navigators (GUIDE) to provide educational materials and resources to patients/families
• Attends MAP meetings and scheduled staff meetings and training sessions 
• Maintains logs, spreadsheets, and patient files to support monitoring of the patient throughout the MAP process for purposes of quality improvement
• Follows up with MAP patient at check-out to ensure they have all orders, including imaging, scripts, lab tests, and other paperwork at the conclusion of the visit
• Tracks/documents in-house and external referrals to support data collection needed for strategic decision-making
• Provides input/feedback on MAP program structure and processes to improve efficiency, effectiveness, and overall programmatic productivity
• Verifies completion of required lab and radiological studies, referral forms, prescriptions, scheduling of follow-up visits as indicated for neurology, neuropsychology, Amyloid PET Scans, genetic testing, blood-based biomarkers, disease-modifying therapies (e.g., anti-amyloid monoclonal antibody infusion therapy, etc.)
• Supports NJISA’s participation with Virtua Medical Group (VMG) in the CMS GUIDE Model, working as part of the MAP team
• Facilitates provider referrals between the MAP program and VMG related to Early Detection of Cognitive Impairment in Primary Care (including MCI]), focusing on prevention/early intervention and brain health to improve program access and efficiency
• With guidance, provides administrative assistance to support providers and patients/families with diagnostic testing, referrals to available, newly-emerging drug infusion therapies
  • Assists providers and clinical staff with assessment paperwork associated with diagnostic testing and drug therapies
  • Assists patients’ families with insurance pre-authorizations for diagnostic testing and drug therapy and provides updates on decision status
  • Provides patients and families with information regarding imaging and infusion centers for treatment to assist them in making informed decisions
  • Verifies insurance for each visit, updating as necessary, and verifying coverage for specific services
  • Coordinates and schedules facility/provider peer to peer appointments
  • Communicates with clinical and front desk staff to ensure seamless execution of provider’s orders, communicating with patients and families as necessary
  • Tracks completion of prescribed studies per protocol, following up with patients to ensure compliance
  • Assists with completion of required registries (i.e., ALZ-NET, CMS Registry) as permitted
  • Assists providers with Medicare Beneficiary Identification (MBI) retrievals
  • Routes phone calls related to infusion complications directly to the provider, ensuring prompt notification
  • Follows up with patients/families regarding well-being post-treatment
  • Works closely with infusion/patient support representatives to monitor patients receiving infusion therapy and address issues that arise
• Understands and adheres to Rowan’s compliance standards as they appear in Rowan/s Corporate Compliance Policy, Code of Conduct and Conflict of Interest policy.
• Performs other scheduling and related duties as assigned.

QUALIFICATIONS

To perform this job successfully, the qualified individual must be patient, compassionate, empathic, and accustomed to working with older individuals, their families, and multiple constituencies, agencies, and providers. The ideal candidate must be highly organized, detail-oriented, self-directed, a strong problem-solver, able to multi-task, balance competing priorities, and possess excellent written and oral communication skills. Knowledge of medical insurance, familiarity with Novitasphere software, experience with Epic, and advanced knowledge of Microsoft Excel, Word, and Google Drive preferred. Experience with geriatric patients, dementia, and aging-related services/resources is also preferred. 

EDUCATION and/or EXPERIENCE

Bachelor’s degree plus three years experience in a clinical office using an electronic health record, performing insurance verification, computerized scheduling. Experience with geriatric patients preferred. Will complete recommended trainings on geriatrics, Alzheimer’s disease and related dementias. May be required to complete CITI training. Applicable experience may be substituted for degree requirement.

NOTES:

• Only internal applicants currently employed in the Rowan-Virtua New Jersey Institute for Successful Aging will be considered.
• Only completed, online applications submitted on or before the deadline will be considered.
• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.