“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.