Panel Management Assistant

Doctors of BC - Kelowna, BC (30+ days ago)

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Panel Management is a foundational element of the Patient Medical Home (PMH) model of care and enables pro-active population care, improved access, team based care, and continuity of care. Panel management is understood as a process of proactively managing a defined population of patients, using EMR data to identify and respond to patient’s chronic and preventative care needs. Successful panel management requires the use of EMR tools and optimized workflow processes to be assigned appropriately within a care team.

The General Practice Services Committee (GPSC) has been supporting family physicians in understanding their patients panels since 2016. Many practices require a high level of support to initiate and progress through the panel management process. While the resource intensity varies, particularly depending on the EMR, many family doctors and their Medical Office Assistants (MOAs) require additional practice supports. There is a growing need in British Columbia to support practices with panel management. The Phases of Panel Management is a provincial framework for panel management that was designed to enable consistency in the processes and outcomes across the province.

Scope of work:

To augment and provide necessary supports to practices, the Panel Management Assistant will focus specifically on utilizing the clinic EMR for empanelment and initial panel clean-up. They will work with a clinic team to improve the practice’s panel processes and will complement the existing PSP regional support teams.

Under the supervision of the Panel Management Liaison, the Panel Management Assistant will:

  • be responsible for executing panel management activities by providing additional administrative support for Panel Management as outlined by the GPSC.
  • help design and implement sustainable data entry strategies into existing clinic workflow processes by working collaboratively with physicians, clinic staff, and Regional Support Team members.
  • build integral capacity within the clinic environment to support ongoing panel management processes and alignment with provincial PMH/PCN activities.
  • be assigned to a clinic on a temporary basis to help implement sustainable processes for ongoing panel management and successfully hand-off clinic to Regional Support Team coordinator at appropriate time
  • track and monitor progress through the Phases of Panel Management and inform on areas for program improvements
  • support the use of EMRs within the clinic to optimize panel management processes

Position Type:

Full-time or Half-time options will be considered. This is a 12 month contract with possibility of extension. This contract will not include extended health benefits.


Build Capacity within the team:

  • Work collaboratively with practice support coaches and Divisions of Family Practice to inform goal setting, plan strategies, and implementing sustainability plans within the clinic;
  • Responsible for providing EMR training related to panel management to clinic team members and practice support coaches;
  • Help clarify roles and responsibilities and update job descriptions accordingly;
  • Support clinics in designing processes for ongoing Panel Management activities including planning and executing proactive screening, disease specific care, managing registries, and clinic workflow processes;
  • Provide designated time for health care providers and care team to huddle and prepare for the week or days visits.

Support Program Evaluation:

  • Provides feedback to Panel Management Liaison for program evaluation;
  • Measure, gather and track relevant program evaluation metrics, including but not limited to;
  • Progress through phases checklist (pre and post review)
  • Time frame for completion of phases
  • Barriers and facilitators to success
  • EMR barriers and dashboard improvement suggestions
  • Evaluation of handoff to Practice Support Program

Implementing Panel Management:

  • Empanelment and panel clean-up activities including defining patient status options and implementing verification processes – updating, measuring and monitoring progress;
  • Supports processes for confirming Most Responsible Providers;
  • Assesses panel size against “ideal size” and discusses possible adjustments with the medical director and/or management team;
  • Supports tracking patient status changes including death, transfers to other care, and makes the change in the practice management system;
  • Resolves unassigned patients by reviewing appointment history (and possibly the clinical record) to determine appropriate assignment;
  • Documenting clinic processes for empanelment and panel clean-up;
  • Sets up processes for systematic and periodic reviews of the patient panel based on a variety of characteristics;
  • Supports the development for processes for complete, accurate, standardized and timely medical charting;
  • Promotes and supports usage of standardized naming protocols for documents within EMR to promote panel/patient registry data accuracy;
  • Promotes routine monitoring and maintenance of preventable and treatable chronic health conditions;
  • Ensures accuracy of patient’s EMR data including problem list, smoking/addiction status, linked documents/results, etc.

Knowledge and Skills:

  • Excellent interpersonal skills and verbal and nonverbal communication skills;
  • Knowledge of medical terminology preferred;
  • Proficient in using electronic medical records (EMRs);
  • Demonstrated ability to build a strong working relationship with healthcare professionals, patients, and other team members;
  • High levels of integrity and professional behavior demonstrated through ability to act responsibly and be accountable for outcomes;
  • Ability to adapt to a changing work environment and be flexible with daily routine;
  • Ability to work effectively both independently and as part of a team, in a complex, unstructured and dynamic environment;
  • Excellent time management and organizational skills demonstrating the ability to organize time, multi-task and set priorities;
  • Demonstrates commitment to accuracy and attention to details;
  • Ability to learn and employ new software effectively;
  • Must have good critical thinking and problem-solving skills.


  • Completed Medical Office Assistant certification program or a Licensed Practical Nursing diploma program;
  • Other education and experience equivalencies will be considered;
  • Preference given to those with at least 3 years work experience in a medical setting;
  • Experience in working with electronic health records (EMR) strongly preferred;
  • Experience in Oscar EMR reporting is an asset
  • Experience working in a team environment;
  • Intermediate level computer skills in MS Office an asset.

Certain terms, conditions and requirements:

  • Extensive travel is expected for this position;
  • Candidates must have access to a vehicle and willing to use it for work purposes;
  • Travel expenses will be reimbursed as to the Doctors of BC travel policy;
  • Candidates must have their own laptop with access to Microsoft Office Programs;
  • Laptops must have up to date security software installed.

Job Types: Full-time, Part-time, Temporary, Contract

Salary: $65,000.00 /year


  • Primary care office setting: 2 years (Preferred)
  • EMR: 2 years (Preferred)