Pre-Visit Planner - LPN/CMA

Pre-Planning Visit LPN/MA

Job Description

The Pre-Planning 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-Planning 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

• High school Diploma or General Educational Development (GED) required.
• Registered Nurse, 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
• 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
• Check Prior Labs, document accordingly
• 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
• Pay is competitive and based on experience and license/certification.

Job Type: Full-time

Benefits:

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

Medical Specialty:

• Primary Care

Physical Setting:

• Clinic

License/Certification:

• LPN or CMA (Preferred)

Work Location: In person