Onsite Chart Reviewer / Pre-Visit Planning Specialist (Women's Health)

Job Description

Job Description

Position Overview

We are seeking a medically trained professional to support a busy gynecology practice by performing pre-visit chart preparation and clinical record organization prior to patient encounters.

This role focuses on reviewing charts in advance, identifying care gaps, organizing relevant clinical history, and preparing structured summaries so providers can conduct efficient, high-quality visits without searching for information during the encounter.

This is a non-patient-facing role with no independent clinical decision-making.

Ideal Candidate

This role is ideal for:

• International Medical Graduates (IMGs)
• Physicians trained outside the U.S.
• Clinicians awaiting residency placement
• Medical professionals with strong chart review or audit experience
• Individuals with background in primary care, OB-GYN, or women’s health

Key Responsibilities

Pre-Visit Chart Preparation

• Review upcoming patient schedules and charts 24–72 hours before visits
• Extract and organize key clinical data including:
• • Last Pap smear and results
  • Mammogram history
  • DEXA scan history
  • Colon cancer screening
  • Vaccination status (HPV/Gardasil, etc.)
  • Prior imaging and pathology
  • Relevant lab results
  • Surgical and obstetric history

Care Gap Identification

• Flag overdue screening tests and preventive care measures
• Identify missing documentation needed for quality metrics
• Highlight relevant historical findings that impact visit planning

Referral Record Review

• Review incoming referrals from primary care providers and specialists
• Assess whether documentation is relevant to the reason for visit
• Confirm inclusion of key records such as:
• • Progress notes from referring provider
  • Imaging reports and results
  • Pathology reports
  • Lab results
  • Prior operative notes
  • Medication history

Missing Information Identification

• Identify gaps in referral documentation
• Flag missing or incomplete records in the EHR
• Create clear task instructions for medical assistants to obtain additional records from:
• • Patients
  • Referring providers
  • Imaging centers
  • Laboratories

New Patient Intake Form Review

• Review patient-completed intake forms prior to visit
• Confirm completeness of:
• • Medical history
  • Surgical history
  • Obstetric/gynecologic history
  • Medication list
  • Allergy documentation
  • Family history
  • Reason for visit clarity
• Flag discrepancies or incomplete responses for MA follow-up

Risk & Preventive Screening Identification

• Highlight patients who may meet criteria for additional evaluation, including:
• • Genetic screening based on family history of cancer
  • Preventive screening gaps
  • High-risk gynecologic history
  • Surgical complexity indicators
• Communicate flagged items to medical assistants for pre-visit outreach

Visit Optimization Support

• Create concise structured chart summaries for providers
• Suggest potential diagnostics to consider (e.g., ultrasound history review, screening needs)
• Prepare problem-specific data for common complaints (pelvic pain, abnormal bleeding, menopause care, etc.)

Care Coordination Support

• Collaborate with referral coordinators, medical assistants, and providers
• Ensure all new patient charts meet readiness standards before appointment date
• Support reduction of visit delays caused by incomplete records
• Assist with documentation organization for surgical consultations and complex referrals

Documentation & Coordination

• Utilize EHR templates and workflows to organize findings
• Collaborate with medical assistants and providers to ensure chart readiness
• Support quality initiatives and documentation accuracy
• Assist with chart audits and documentation improvement projects as needed

Qualifications

Required

• Medical degree or formal medical training (MD, MBBS, DO equivalent, or similar)
• Strong clinical knowledge of preventive care and outpatient workflows
• Excellent attention to detail and organizational skills
• Ability to synthesize medical records into concise summaries
• HIPAA awareness and commitment to confidentiality

Preferred

• OB-GYN or primary care background
• Experience with EHR systems (Epic preferred but not required)
• Experience in chart abstraction, utilization review, CDI, or coding environments
• Familiarity with U.S. preventive screening guidelines

Work Structure

• This is an in-person role based in our Fresno office, designed to allow direct access to the electronic health record and care team for real-time coordination and efficient patient support
• Flexible hours with expectation of chart review prior to clinic sessions
• This position is part-time with the potential to transition to full-time based on clinic needs, role performance, and overall impact on the care team.
• No direct patient communication required (unless specified)

Why This Role Matters

This role directly improves patient care quality, visit efficiency, and provider productivity by ensuring clinical information is readily available at the point of care.