Case Management Administrative Assistant

CCN Pharmacy; Pittsburgh (Allegheny County); On-site; USD 40,000 - 60,000; Full time

Job summary

Coordinated Care Network in Pittsburgh, PA seeks a Case Management Administrative Assistant to provide administrative support to the Case Management Department, ensuring efficient coordination of patient services, documentation, reporting, and communication.

The role focuses on medical records management, patient outreach, survey coordination, and meeting logistics, with emphasis on accuracy, compliance, and compassionate patient care.

Qualifications

• High School Diploma or equivalent required.
• Associate degree in Healthcare Administration, Medical Office Administration, or related field preferred.
• Minimum one year of administrative experience in healthcare or related environment preferred.
• Experience with medical records management and patient documentation preferred.
• Experience working with EMR/EHR systems preferred.
• Experience supporting reporting and data management activities preferred.

Responsibilities

• Handle medical records requests and route to appropriate providers.
• Maintain and update patient documentation in case management systems.
• Track and follow up on outstanding records and forms.
• Coordinate welcome packets and patient surveys.
• Support reporting and data management for case management.
• Provide general administrative support to Case Managers.

Skills

Administrative support

Medical records handling

EMR/EHR experience

Data reporting

Education

High School Diploma or equivalent

Associate degree in Healthcare Admin/Business Admin

Tools

EMR/EHR systems

Job description

Position: Case Management Administrative Assistant

Location: Pittsburgh, PA

Job Id: 121

# of Openings: 1

Case Management Administrative Assistant

Summary

The Case Management Administrative Assistant provides administrative and operational support to the Case Management Department to ensure efficient coordination of patient services, documentation, reporting, and communication activities. This position serves as a vital resource for Case Managers by managing medical records requests, patient documentation, surveys, reporting functions, patient outreach activities, meeting coordination, and departmental administrative needs.

The Case Management Administrative Assistant helps ensure compliance with regulatory, contractual, and organizational requirements while supporting positive patient experiences and effective care coordination.

Education & Experience Requirements

• High School Diploma or equivalent required.
• Associate degree in Business Administration, Healthcare Administration, Medical Office Administration, or a related field preferred.
• Minimum one (1) year of administrative experience in healthcare, medical office, case management, care coordination, social services, or a related environment preferred.
• Experience with medical records management and patient documentation preferred.
• Experience working with electronic medical records (EMR/EHR) systems preferred.
• Experience supporting reporting and data management activities preferred.

Essential Functions & Responsibilities

Medical Records Management

• Complete and submit medical records requests to primary care providers, specialists, hospitals, and other healthcare providers identified during initial assessments and reassessments.
• Fax, mail, or electronically transmit medical record request forms as appropriate.
• Document all medical record requests within designated case management systems and patient dashboards.
• Track and monitor outstanding medical record requests.
• Follow up with provider offices regarding overdue records and incomplete requests.
• Receive, organize, and route medical records to assigned Registered Nurses and Case Managers for review.
• Upload reviewed medical records into patient charts and electronic documentation systems.
• Maintain accurate documentation regarding receipt, review, and filing of records.
• Mail or electronically distribute Patient Choice Forms following completion of initial patient assessments.
• Conduct follow-up outreach through phone, text message, or other approved communication methods to confirm receipt of forms.
• Educate patients regarding the importance and purpose of required forms.
• Track outstanding and completed Patient Choice Forms.
• Upload completed and signed forms into patient records.
• Maintain accurate logs and documentation regarding patient outreach and form completion.

Welcome Packet Management

• Monitor and track distribution of welcome packets to newly enrolled patients.
• Ensure required forms are completed and returned by patients.
• Follow up with patients regarding missing or incomplete packet documentation.
• Upload completed welcome packet documents into patient charts.
• Maintain records demonstrating successful distribution and collection of onboarding materials.
• Distribute patient satisfaction surveys through mail, phone, text message, email, or other approved methods.
• Coordinate administration of URAC, Client, and other required patient satisfaction surveys.
• Document survey distribution and patient participation.
• Track completed surveys and maintain response records.
• Compile and provide survey results to Case Management leadership.
• Assist with reporting and analysis related to patient satisfaction initiatives.

Reporting & Data Management

• Track patients offered Case Management services, including enrollment, opt-in, and opt-out status.
• Enter and maintain Health Risk Assessment (HRA) data within designated Medicaid, Medicare, and payer-specific systems.
• Maintain and update Case Management billing reports.
• Generate and distribute departmental reports, including but not limited to:
  • Audit reports
  • Monthly HWC reports
  • HWC Medicare non-assessed reports
  • HWC filing under CCN reports
  • FMH patient assessment reports
  • Expiring assessment reports
  • Patient outstanding assessment reports
• Validate report accuracy and ensure timely completion and distribution.
• Assist leadership with data collection, reporting requests, and audit preparation.
• Answer incoming Case Management telephone calls and direct inquiries appropriately.
• Monitor and manage departmental voicemail boxes.
• Return calls when appropriate and route messages to assigned Case Managers.
• Communicate professionally with patients, providers, caregivers, and external organizations.
• Distribute daily PID notifications and other departmental communications.
• Coordinate patient outreach efforts, including sending unreachable patient letters after established outreach attempts.
• Assist with communication regarding referrals, resources, and care coordination needs.

Administrative Support

• Collect incoming faxes, mail, medical records, and patient documentation and distribute appropriately.
• Assist Case Managers with identifying community resources and referral options for patients.
• Support Durable Medical Equipment (DME) order coordination and documentation.
• Mail educational materials, resource information, and referral documentation to patients.
• Coordinate and schedule Case Management meetings, trainings, and team events.
• Prepare meeting materials, agendas, and supporting documents.
• Record and distribute meeting minutes and action items.
• Upload and maintain department files and documentation on shared drives and server locations.
• Review, organize, and maintain department records to ensure accessibility and compliance.
• Order and maintain departmental office and operational supplies.
• Provide administrative support coverage to other departments as assigned.

Other Responsibilities

• Perform all other duties as assigned by the Supervisor.

Physical Requirements / Working Conditions / Behavioral Expectations

• Ability to utilize telephones, computers, printers, scanners, fax machines, and other office equipment.
• Ability to sit, stand, walk, bend, and reach frequently throughout the workday.
• Ability to perform repetitive data entry and computer tasks.
• Ability to maintain concentration while managing multiple responsibilities.
• Ability to work effectively in a fast-paced healthcare environment.
• Occasional lifting of office supplies and materials up to 20 pounds.
• Minimal travel may be required for training or business needs.
• Demonstrates professionalism, integrity, and accountability.
• Maintains confidentiality of patient, employee, and organizational information.
• Consistently provides courteous and compassionate service to patients, providers, and coworkers.
• Demonstrates initiative and a proactive approach to problem-solving.
• Maintains a positive attitude and collaborative working relationships.
• Adapts effectively to changing priorities and departmental needs.
• Supports organizational goals, policies, and compliance requirements.
• Contributes to a safe, organized, and professional work environment.