Patient Assistance Program (PAP) Coordinator in at Chronic Care Staffing LLC

Summary of Position

We are seeking a diligent, organized, and detail-oriented Certified Medical Assistant (CMA) to manage and coordinate our Patient Assistance Program (PAP). In this role, you will act as a vital bridge between uninsured, underinsured (including Medicare donut hole), and undocumented patients, and the pharmaceutical manufacturers providing life-changing brand-name medications at no cost.

Modeled after our successful Patient Administration Services (PAS) framework, this role relies heavily on medical terminology fluency, accurate EMR data entry, and proactive communication to offload administrative burdens from the internal pharmacy team.

Key Responsibilities

1. Application Management: Proactively complete, submit, and track complex manufacturer PAP applications utilizing the Med Data platform.

2. Patient Intake & Coordination: Work remotely with patients to obtain necessary documentation, including proof of income, household size, or signed income attestations.

3. Provider Engagement: Coordinate closely with clinic prescribers to obtain "wet" signatures, electronic authorizations, and physical/hard copy prescriptions required by manufacturers.

4. Refill & Lifecycle Tracking: Manage a rolling queue of approximately 120 applications/refills per month. Track medication pickup dates and initiate renewal applications 90 days in advance to eliminate lapses in patient therapy.

5. Inter-departmental Logistics: Maintain strict communication loops with physical RVH pharmacy hubs to alert them of incoming facility-delivered medications.

6. Compliance & Record Keeping: Ensure all workflows and credentialing records strictly conform to OSV and FTCA oversight requirements. Digitally scan and upload all paperwork neatly into NextGen and Med Data.

Qualifications / Experience:

1. Required:

   1. Active Certified Medical Assistant (CMA) certification or registration.

   2. Proficient with EHR systems (NextGen experience a plus; must be willing to undergo full training for an upcoming August migration to eClinicalWorks).

   3. Exceptional phone etiquette and professional writing skills. Ability to use translation tools (such as digital interpretation lines or specialized translation devices) to communicate effectively with a diverse patient base, including a significant Spanish-speaking population.

   4. High level of self-motivation to work remotely, meticulous organizational skills, and a mission-driven approach to patient advocacy.

2. Preferred:

   1. Familiarity with pharmacy workflows, care coordination, or prior authorization processing is highly preferred.

Skills & Competencies

1. Strong analytical, organizational, and problem-solving skills.

2. Strong written and verbal communication skills.

3. Ability to manage multiple priorities and meet deadlines in a remote work environment.

4. High level of accuracy and attention to detail.

Home Office:

All employees must have a HIPAA compliant workplace that is free of any distractions. The workplace must be in a room with a locked door to prevent accidental PHI disclosures. The home office must have high-speed internet and a CCS approved computer with two monitors.

Physical Demand:

Includes but is not limited to vision, hearing, repetitive motion, typing, sedentary, and extended viewing of a work environment computer screen. Reasonable accommodation may be made, with advanced notice, to enable individuals with disabilities to perform the essential functions and expectations of the position without compromising patient care.