Wellness Assistant Trainee

    • Job Tracking ID: 512365-666669
    • Job Location: Rohnert Park, CA
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: February 13, 2019
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
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Job Description:

The Petaluma Health Center’s mission is to provide high quality health care, with access for all, in Southern Sonoma County. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

The Petaluma Health Center is a nine-time award winner in the North Bay Business Journal’s Best Places to Work for 2018, 2017, 2016, 2015, 2014, 2013, 2012, 2011 and 2009 and we were named as one of '2015 Healthiest Companies in the North Bay' by the North Bay Business Journal.

We are a Federally Qualified Health Center (FQHC) that provides primary medical care and mental health services to residents of Petaluma, Rohnert Park, Cotati, Penngrove and surrounding areas. We are organized as a private, non-profit corporation and governed by a consumer and community led Board of Directors.

For more information about us, please visit us at www.phealthcenter.org.

Position Title: Wellness Assistant

Summary:  Entry-level position responsible for providing excellent patient care, customer service, medical chart preparation and review and/or by obtaining insurance prior authorization to access specialty services within expected timeframe for Petaluma Health Center. This position is an apprenticeship to acquire key proficiencies associated with a Chiropractor Assistant certificate including rooming of patients, providing patient education, follow-up care instructions, and assisting with clinical services under the supervision of Wellness providers.

Areas of Responsibility: 

Patient Care:

  • Rooms patients for Wellness services and collects and documents patient history, reason for visit and current state of health using electronic medical records (EMR)
  • Prepares and follows infection control of, equipment and supplies in a timely manner to ensure optimum flow
  • Provides patient education and follow-up care instructions
  • Performs patient care related  tasks as assigned by providers and supervisors
  • Works closely with providers to provide high quality care to each patient by addressing their health needs and concern
  • Verification of patient insurance eligibility
  • Maintains updated authorizations information in patient chart through a tracking mechanism
  • Provides information to patients about Wellness services and prior authorization process
  • Assist with requests for medical records within one week
  • Prepare, fax and / or mail Health Information Release requests within five days
  • Initiate new prior authorizations for Wellness services, address actions when authorization approvals are approved and follow-up on pending authorizations
  • Assist providers and staff on urgent requests
  • Complete telephone encounters received from providers, staff and patients daily
  • Review providers’ schedules to ensure accuracy and completion of prior authorization in advance of patient appointments
  • Project appointments for shared medical visits and promote groups though patient outreach

Customer Service:

  • Builds relationships with patients, staff and providers to ensure excellent customer service
  • Communicates clearly with providers, other staff and patients to promote optimum clinic flow
  • Good verbal and written communication skills with demonstrated ability to communicate clearly and effectively at all levels
  • Assist with phone messages and faxed requests as needed daily, makes and/or answers phone calls regarding any referral and insurance related questions
  • Assist patients in the appeals process for denial of services through the proper appeals process with their insurance companies
  • Maintain extensive resource directory for PHC staff and patients for access of Wellness services including maintaining and updating Wellness calendar and guides

Insurance Authorization Tracking:

  • Tracks the completion of the referral and prior authorization process within expected timeframe
  • Track referrals by using structured data to maintain accurate information. Tracks claims to assure proper billing of processed authorizations
  • Perform other duties as assigned by Wellness Director or Wellness Team Manager


Experience and Skills:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 


  • Associate’s or Bachelor’s degree preferred
  • Medical Assistant (MA)/ Certified Nursing Assistant (CNA) preferred
  • Enrollment in and completion of Chiropractic Assistant (CA) certification program within 12 months of hire
  • One year of work experience in health care setting and/or processing insurance authorizations preferred

Desired Skills:

  • Interest in Chiropractic, Acupuncture, physical medicine and Wellness services
  • An energetic and creative individual with high standards and an appropriate professional image
  • Proven ability to handle multiple projects and meet deadlines
  • Versatility, flexibility and willingness to work within an ambiguous, fast-paced environment
  • Demonstrated resourcefulness in providing solutions and setting priorities
  • Effective interpersonal skills to work effectively with all levels within the health center
  • Ability to effectively present information and respond to questions from groups of patients, physicians and other medical personnel concerning referral resources for various payers
  • Excellent organizational skills with attention to detail, multi-tasking and the ability to prioritize tasks and needs of patients and providers
  • Ability to communicate, both written and verbal

Licenses and Certifications:

  • Candidate must have Basic Life Support (BLS) Certificate
  • Candidate must be able to successfully meet PHC’s clinical credentialing and privileging requirements

Language Skills:  Ability to communicate effectively in English and Spanish with children and adults in person, on the telephone, and in writing.  Ability to effectively present information and respond to questions and requests from patients, co-workers and others as necessary.

Mathematical Skills:  Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and decimals.

Reasoning Ability:  Ability to recognize problems, collect data and establish facts. 

Computer Skills:  Computer literate and proficient in MS Office (Word, Excel and Outlook), electronic medical records and web applications.  This position requires a High level of computer literacy, ability to type at least 50 wpm.

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Movement within health center complex environment repeatedly throughout the day
  • Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions
  • Manual wrist and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time
  • Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse population
  • Ability to give and follow verbal and written instructions with attention to detail and accuracy
  • Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors
  • Ability to sit or stand for extended periods of time (minimum periods of one (1) hour at a time)
  • Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool
  • Ability to grasp, hold and pick up and reach with hands and arms
  • Ability to frequently lift and or move up to fifteen (15) pounds
  • Ability to occasionally lift and carry up to thirty-five (35) pounds (periodic lifting of supplies or equipment)
  • Ability to coordinate multiple tasks simultaneously
  • Ability to travel to and from other health center sites and community locations

Petaluma Health Center is an equal opportunity employer.

Please apply directly through our career page at www.phealthcenter.org.