Clinical Pre-Visit Coordinator

Job Description

The Pre-Visit Coordinator ensures that all relevant patient health information from internal and external sources is collected, organized, and readily available prior to the patient’s visit. This role supports providers by ensuring they have complete, accurate, and up-to-date information when entering the exam room, and by communicating any interval care needs or outstanding issues in advance.

The Pre-Visit Coordinator is also responsible for reviewing and updating preventive care reminders, maintenance labs, and quality measures so providers are aware of patient care gaps and can initiate appropriate orders before the visit. Effective pre-visit planning helps improve visit efficiency, care quality, and patient outcomes.

Job Requirements

Education

• Licensed Practical Nurse, or Certified Medical Assistant.

Experience

• Minimum of two years of clinical experience.
• High level of familiarity with medical records and electronic health records (EHR) systems.
• Strong knowledge of body systems and age-appropriate testing for patients with multiple and complex health conditions.

Essential Job Functions

Review daily provider schedules to identify patients requiring pre-visit planning

Assist providers with chart preparation for annual wellness visits, physicals, and complex follow-up visits, and pre-operative appointments.

Review physician notes from the patient’s previous visit to ensure all interval care and external provider documentation is included in the medical record

Communicate requests, recommendations, and information from consulting physicians to the provider

Review the Health Maintenance Reminder system in the EHR to ensure accuracy

Update reminders for completed services

Review health and family history to adjust screening intervals as needed

Gather and review all laboratory and radiology results since the last visit

Ensure providers are aware of results and recommended follow-up

Access hospital and external record systems to obtain necessary patient information

Complete the visit preparation checklist for assigned patients

Contact patients, when necessary, to determine where testing was completed and obtain records

Review all active orders in the chart and confirm completion

Monitor and follow up on incomplete or overdue diagnostic tests, referrals, and imaging studies prior to scheduled visits

Identify care gaps related to chronic disease management (e.g., diabetes, hypertension, asthma) and flag them for provider review

Coordinate with referral coordinators, medical records, and nursing staff, and external facilities to ensure continuity of care

Assist with population health initiatives by supporting quality metrics, risk stratification, and reporting requirements

Review medication lists for accuracy, identify discrepancies, and flag potential issues for provider review

Participate in quality improvement projects related to pre-visit planning, workflow efficiency, and patient outcomes

Communicate with patients regarding outstanding labs, imaging, or preventive care needs as directed

Other Requirements

Adhere to the organization’s mission, core values, employee standards of behavior, and policies and procedures

Document completion of all pre-visit planning activities accurately and thoroughly

Demonstrate exceptional attention to detail

Learn all medical record systems thoroughly and function as a “forensic” medical record specialist to locate hard-to-find documentation

Communicate unusual patient needs to rooming staff in a timely manner

Fax orders and medical documents as appropriate and document correctly in the patient chart

Perform other duties as assigned

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person