Clinical Visit Planner

“Sanitas is a global healthcare organization expanding across United States. Our services include primary care, urgent care, nutrition, lab, diagnostic, health care education and resources for our patients. We strive to attract professionals who believe in our mission, vision and are dedicated to the service of our patients and their families creating a memorable experience through compassion, respect, and kindness.”

Job Summary

The Clinical Visit Planner is responsible for ensuring that all administrative and clinical needs of patients are efficiently coordinated prior to their scheduled visits. This role acts as a liaison between patients, healthcare providers, and administrative staff to guarantee that appointments run smoothly, all necessary documentation is collected, and patients are fully prepared for their visit. The goal is to enhance the overall patient experience, reduce wait times, and improve the efficiency of care.

This role plays a critical part in supporting seamless and efficient patient care by coordinating essential documents, verifying patient information, and communicating with both patients and the clinical team. The Clinical Visit Planner ensures that patients are fully prepared and that PCPs have the necessary information to provide effective care.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Pre-Visit Preparation: Collect, verify, and update patient information (e.g., medical history, insurance details) prior to each visit.
  • Contact patients prior to their scheduled visits to confirm appointments and complete pre-visit checklists.
  • Review and update patient information, including medical history, medications, allergies, and other health-related data.
  • Ensure all necessary forms, consent documents, and insurance information are collected and accurately filled out.
  • Identify any special needs, accommodations, or preparatory instructions required for specific patient visits.
• Cross-functional User: Ability to work closely with Quality / HIM coordinator to support and delegate key activities such as the standing order revision, request for medical records and gathering information from the patient prior to the appointment.
  • Verify and ensure the accuracy of patient information and pre-visit documents in compliance with HIPAA and other healthcare regulations.
  • Maintain organized records of all pre-visit preparations, patient communications, and paperwork.
  • Monitor for missing or outdated information and proactively follow up with patients or relevant departments to resolve discrepancies.
  • Track and report any issues with pre-visit processes to contribute to continuous improvement and patient satisfaction.
• Patient Education & Guidance: Provide patients with instructions related to their upcoming visit, including fasting requirements, medication, or preparatory forms.
• Communication: Serve as the main point of contact for patients pre-visit, addressing any questions or concerns, and facilitating communication between clinical staff and patients.
  • Verify and ensure the accuracy of patient information and pre-visit documents in compliance with HIPAA and other healthcare regulations.
  • Maintain organized records of all pre-visit preparations, patient communications, and paperwork.
  • Monitor for missing or outdated information and proactively follow up with patients or relevant departments to resolve discrepancies.
  • Track and report any issues with pre-visit processes to contribute to continuous improvement and patient satisfaction.
• Documentation Management: Maintain accurate and up-to-date patient records, ensuring compliance with healthcare regulations, including HIPAA.
  • Schedule and reschedule patient appointments, ensuring all pre-visit activities are completed prior to the PCP visit.
  • Update the electronic health records (EHR) system with verified information, completed forms, and any patient-specific notes for the PCP.
  • Assist in managing and organizing the clinic’s appointment calendar, optimizing appointment slots based on pre-visit readiness.
• Organizational Abilities: Highly organized with attention to detail, capable of managing multiple appointments and clinical workflows simultaneously.

Core Competencies:

• Strong Communication Skills: Ability to clearly communicate with patients and healthcare professionals.
• Knowledge of Healthcare Systems: Familiarity with eCW, insurance verification processes, Persivia, etc.
• Problem-Solving Skills: Ability to anticipate patient or clinical needs and resolve issues proactively.
• Patient Experience-Driven: Empathetic and patient-oriented, with the ability to engage effectively with individuals from diverse backgrounds.
• Multitasking Abilities: Able to handle multiple priorities in a fast-paced environment while maintaining high standards of accuracy.

Supervisory Responsibilities

This position has no supervisory responsibilities

Required Education

• High School Graduate or Equivalent

Required Experience

• Medical Assistant Diploma from a College/University/Technical School or be enrolled in Sanitas MA Apprenticeship Program or a healthcare field diploma (Certified Nurse Assistant, Patient Technician) with 1+ years experience in lieu of MA diploma
• The position requires candidates to possess at least one year of prior experience in the medical sector, specifically in the capacity of managing a substantial clinic.
• Any combination of education, training, and experience which demonstrates the ability to perform the duties and responsibilities as described including related work experience.

Required Licenses and Certifications

• Basic Knowledge of Computer Skills
• Basic typing proficiency and familiarity with office equipment usage. This entails being able to efficiently operate standard office tools and equipment, such as computers, printers, and scanners, to conduct administrative tasks effectively

Required Knowledge, Skills, and Abilities

• Bi-lingual in English and Spanish
• Organizational Skills: Capacity to manage schedules, appointments, and resources efficiently to optimize clinic productivity.
• Communication: Strong verbal and written communication skills to interact effectively with staff, patients, and other stakeholders.
• Medical Knowledge: Basic understanding of medical terminology, procedures, and regulations to facilitate effective communication with healthcare professionals and ensure compliance with standards.
• People Skills: Ability to build rapport with patients and staff, fostering a positive and supportive clinic environment.
• Diligence: Diligence in maintaining accurate records, adhering to protocols, and ensuring compliance with regulatory requirements.
• Adaptability: Flexibility to handle unexpected situations and adapt to changing priorities in a dynamic healthcare environment.
• Customer Service Orientation: Commitment to providing excellent service to patients, addressing their needs promptly and courteously.
• Strong interpersonal and communication skills for effective interaction with patients and clinical staff.
• High attention to detail, ensuring accuracy in documentation and patient records.
• Familiarity with medical terminology, insurance verification, and healthcare regulations (including HIPAA).
• Proficient in using EHR systems, scheduling software, and office applications (e.g., MS Office).
• Ability to manage time effectively, prioritize tasks, and maintain organization in a fast-paced clinical setting.

Preferred Qualifications

• At minimum of two years’ experience in customer service in a medical office or large health care setting.
• (Preferred knowledge, skills, and abilities)
• (Preferred Licenses and Certifications)
• Experience: Prior experience in a clinical or healthcare setting is advantageous.
• Certifications: Basic Life Support (BLS) certification is preferred; additional certifications may be required depending on the healthcare facility and state regulations.

Financial Responsibilities

Budget Responsibilities

Languages

Travel

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

(Office Setting Example) - While performing the duties of this job the employee is regularly required to work standing up, walk, use hands to operate tools and equipment and must be able to exert regularly up to ten pounds of force, frequently exert 30 pounds of force and occasionally exert 50 pounds of force to constantly perform the essential job functions. The employee will be frequently required to reach with hands and arms, bend, balance, kneel, crouch, crawl, push, and pull. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Environmental Conditions

(Office Setting Example) - Inside: The employee is subject to environmental conditions, protection from weather conditions but not necessarily from temperature changes. The worker is subject to noise; there may be sufficient noise to cause the worker to shout to be heard above ambient noise level.

Physical/Environmental Activities

Please indicate with an X the frequency for the activities that apply to the essential functions of the job based on the chart below. Please select Not Required for physical demands that are not essential to job performance.

We are an Equal Opportunity/Protected Veteran/Disabled Employer committed to creating a diverse, inclusive, and equitable culture for our employees and communities.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the company. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility.