JOB TITLE: Immunization Coordinator/M.A.

DEPARTMENT: General Medicine

REPORTS TO: Registered Nurse

POSITION OVERVIEW: This position reports to the R.N. and provides administrative and clerical support for VFC and adult vaccines.

DUTIES/RESPONSIBILITES:

IMMUNIZATION RESPONSIBILITIES:

1. Responsible to oversee the adult & VFC immunizations for FHCCLA clinics.
2. Responsible to:
1. Conduct reminder/recall’s twice a month.
2. Order vaccines.
3. Check inventory (through CAIR & on-hand, expired items, stock, etc.).
4. Maintain V.I.S. forms updated and stocked as necessary.
5. Ensure refrigerator/freezer temperatures are logged twice daily.
6. Ensure Refrigerator/Freezer Temperature Logs are faxed to VFC weekly.
7. Ensure Refrigerator/Freezer Temperature are logged properly.
3. Shall support, advise, update, and train clinical staff as necessary regarding:
1. Vaccine updates.
2. CAIR Software System.
3. Missed opportunities.
4. Inventory control.
5. Vaccine storage and handling.
6. Supply on hand (Vaccines available, to expire, shortages, etc.).
7. Goals.
4. Develops and implements all immunization training, education and clinical support activities for the agency.
5. Maintains records of all staff trainings (Agenda, Sign-In, Minutes).
6. Responsible to ensure that all new, revised, or updated forms related to immunizations are distributed and implemented annually or as necessary.
7. Ensures that accurate records are being maintained (through CAIR, logs, etc.) of all administered immunizations in order to generate accurate reports for FHCC, VFC, and/or other entities as required.
8. Consults with providers regarding the availability/shortage of vaccines, requirements and/or updates of the Vaccines for Children Program and/or other grant funded programs as necessary.
9. Identifies, initiates and implements measures to deliver high quality care to patients and improve services.

• Responds efficiently and timely to all patient and provider staff needs and inquiries.
• Ensures excellent customer service to all FHCCGLA patients.

12. Participate in outreach activities within the surrounding communities (i.e. schools, health fairs, community organizations, etc.) in efforts to promote and increase immunizations.
13. Works with the operations managers to manage patient scheduling and flow to address bottlenecks, scheduling issues, etc.

• Handles patient grievances according to FHCCGLA’s Policy & Procedures.

15. Oversees all immunization related audits (i.e. CASA, etc.).
16. Assists in developing, updates & reviews of FHCCGLA Policies & Procedures (P&P’s) as needed (with input from all other key personnel).
17. Ensures HIPAA compliance by maintaining strict confidentiality of all patient data and E.H.R./Practice Management System (PMS) according to regulations and FHCCGLA’s P&P’s.
18. Responsible to ensure that all audit related requirements are being met.
19. Attends the following meetings/trainings:
1. Mandatory Quarterly Staff Meeting/Trainings- Quarterly (Jan., Apr., Jul. & Oct.).
2. Corporate Risk Management Meeting- Quarterly (Jan., Apr., Jul. & Oct.), as needed (advanced notice will be provided when feasible).
3. Clinical & Operations (C&O) Meeting- As needed (advanced notice will be provided when feasible).
4. Meetings with FHCCGLA’s Executive Leadership, as needed (advanced notice will be provided when feasible).

• Other pertinent meetings- As scheduled
• Remains informed of:
  1. Current legal and regulatory changes related to scope of practice.
  2. Specific programs/payors, insurances accepted, and services being offered at FHCCGLA.
  3. All applicable Policies & Procedures.

22. Responsible to provide immunizations at the all clinic sites to all adults & children (for children shall follow the Standards for Pediatric Immunization Practices).
23. Responsible to ensure HIPAA compliance with regards to all patient information.
24. Travel to all sites.
25. All other duties as assigned

BACK-UP M.A. RESPONSIBILITIES (back-up/floater):

• Shall evoke a sense of team-work and positive attitude.
• Participates with medical/Interdisciplinary team to coordinate and facilitate patient flow and chart management.

3. Performs vitals: blood pressure, height, weight, temperature, pulse, etc.
4. Assists clinicians with medical procedures as directed.
5. Assist clients in completing the medical history and medical program intake forms, and/or consents, ensuring that the patients understand when obtaining patient signature.
6. Makes and documents appropriate referrals and forwards them in a timely manner to the referrals clerk to ensure patient care & compliance according to agency standards.
7. Ensures use and completeness of all applicable forms in relation to the patient’s visit/diagnosis (such as flow sheets, growth plot sheets, etc.)
8. Works in conjunction with the assigned provider by reviewing patient chart for completeness, errors, missing signature, appropriate assembly, etc.
9. Shall administer immunizations to both adults and children as directed by FHCC providers.
10. Shall file all forms, lab results, diagnostic reports, etc. following FHCC Policies & Procedures.
11. Responsible to ensure that all new, revised, or updated forms are implemented as instructed.
12. All other duties as assigned.

MINIMUM QUALIFICATIONS:

1. High school diploma, minimum.

• Current CPR Certification- required to be kept up to date.

3. M.A. Certificate, required
4. Requires exceptional organizational skills.
5. Knowledge of immunization practices.
6. Computer knowledge, a must.
7. FQHC experience, highly preferred.
8. Excellent analytical skills.
9. Motivation to take initiative to ensure all tasks performed are completed thoroughly and accurately.
10. Excellent writing and verbal communication skills.
11. Knowledge of administrative principles and procedures.

• Computer knowledge preferred (e.g., NextGen (E.H.R. & PMS), Microsoft Word and Excel).
• Bilingual English/Spanish and familiarity with the Hispanic culture.
• Access to automobile with valid California driver’s license and state mandated automobile insurance.
• Work schedule may include evenings, overtime, and weekends as needed.
• Ability to prioritize workload and work under pressure of deadlines. 
• Ability to meet tight time sensitive deadlines.
• Motivated and committed to the provision of high-quality healthcare for indigent and underserved communities.
• Willingness to adapt to changes with regards to the agency’s growth and expansion.
• Ability to speak Spanish, preferred.

21. Able to carry/lift a minimum of ten pounds.
22. Ability to take initiative in performing and completing tasks.
23. Ability to prioritize workload and work under pressure of deadlines.
24. Commitment to the provision of high-quality health care services and the goals and mission of Family Health Care Centers of Greater Los Angeles, Inc.
25. Willingness and ability to perform tasks in changing work environment.
26. Adaptability to program changes, modifications.

ADDITIIONAL ELIGIBILITY REQUIREMENTS:

1. Ability to work well with others in a professional and team-oriented environment.

2. Well-developed interpersonal skills, friendly personality and able to motivate staff by promoting teamwork.
3. Ability to relate to the public regardless of ethnic, religion and economic status.

2. Excellent communication skills.
3. Willingness to travel.

6. Strong planning and organizational skills.
7. Problem analysis and critical thinking skills.
8. Excellent customer service skills.
9. Knowledge of the following (but not limited to), preferred:

My Health LA                     PPO’s                                  HMO’s

Medicare                            Family PACT                     CPSP         

Medi-Cal                             Fee-for-Service                 CHDP

                     Managed Care Plans        Every Woman Counts