Clinic Coordinator, Primary Care

Job Requirements The Clinic Coordinator supports the daily operations of the medical practice by coordinating staffing, overseeing clinical and administrative workflows, and promoting adherence to established standard work. This role serves as a resource for staff, providers, and practice leadership to support efficient operations, consistent communication, quality patient care, and an excellent patient experience. The Clinic Coordinator provides hands-on support to front-line staff as needed to maintain daily operations.

Key Responsibilities Daily Operations and Staffing: Coordinate daily staffing and assignments, address call-outs and coverage needs, and assist with front-line duties as needed to maintain efficient clinic operations. Standard Work and Workflow Oversight: Reinforce adherence to established workflows for patient check-in and check-out, scheduling, telephone management, patient messages, prescription requests, prior authorizations, scanning, and other clinical and administrative processes.

Epic and In-Basket Management: Monitor front-desk and clinical support in-basket pools throughout the day to promote timely task completion and adherence to established workflows. Staff Training and Development: Assist with onboarding and training new staff, provide real-time coaching and feedback, and reinforce consistent workflows and established procedures. Quality Assurance and Compliance: Conduct routine audits, monitor completion of required quality checks and documentation, review performance reports, identify deficiencies, and coordinate follow-up education or retraining as appropriate.

Communication and Team Collaboration: Facilitate daily staff and provider huddles, communicate operational concerns to practice leadership, and collaborate with providers and team members to resolve workflow issues. Reporting and Performance Monitoring: Review and distribute designated operational and quality reports, monitor key performance indicators, and support improvement initiatives. Supplies, Equipment, and Clinical Support: Coordinate supply ordering, support appropriate vaccine and equipment storage, and ensure required point-of-care testing quality control procedures are completed and documented.

Patient Experience and Issue Resolution: Assist with patient concerns and complaints, document issues according to established procedures, and escalate concerns to practice leadership as appropriate. Additional Support: Assist with patient outreach, transition-of-care scheduling, pre-visit planning, and other clinical or administrative responsibilities as needed to support the practice. The Clinic Coordinator is expected to serve as a hands-on resource and role model for workflow consistency, effective communication, teamwork, and adherence to organizational policies and procedures.

Responsibilities may vary based on provider schedules, staffing needs, and patient volumes. Work Experience Minimum of five years of medical assistant experience. Experience with Epic EMR and in a primary care or outpatient clinic setting preferred.

Critical thinking and sound judgment to prioritize patient needs and recognize when concerns require escalation. Problem-solving skills to address scheduling issues, workflow challenges, and care coordination barriers. Strong attention to detail in documentation, medication lists, referrals, and follow-up instructions.

Effective prioritization and time management skills in a fast-paced clinical environment. Adaptability to changing schedules, patient needs, and clinic workflows. Empathy and cultural sensitivity when working with patients from diverse backgrounds.

De-escalation and conflict -resolution skills when addressing patient or staff concerns. Strong teamwork and collaboration skills when working with providers, nurses, clinical support staff, and administrative colleagues. Initiative and accountability in completing tasks and following through on responsibilities.

Professionalism and commitment to maintaining confidentiality when handling sensitive information.

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