Clinic Flow Coordinator

JOB TITLE: Clinic Flow Coordinator                                             

REPORTS TO: Back Office Supervisor 

LOCATION: North Napa, CA

About CommuniCare+OLE

 

Established in 2023, CommuniCare+OLE is the result of a union of two health centers with a deep roots in their respective communities and reputations for providing high-quality primary care to all, regardless of insurance or ability to pay: OLE Health of Napa and Solano Counties and CommuniCare Health Centers of Yolo County. Building on a legacy established by both organizations in 1972, CommuniCare+OLE is a network of federally-qualified health centers with 17 sites across Napa, Solano, and Yolo Counties. It offers comprehensive care, including medical, dental, behavioral health and substance use treatment, nutrition, optometry, pharmacy, care coordination, referrals, and enrollment assistance to more than 70,000 individuals, and no one is turned away due to lack of insurance, immigration status, or ability to pay. Many services are offered outside of its sites, including mobile health, home visiting, and community and school-based programs.

BENEFITS

 

  • Medical, Dental, Vision Coverage
    • Employer covers 90% of employee medical, dental and vision premium and 50% of dependent premium
  • 18 days of PTO (Vacation & Sick)
  • 10 Paid Holidays + 1 Float Holiday
  • 4% Employer Match for 403(b) retirement plan
  • 40 hours of make up time a calendar year
  • Tuition Reimbursement of up to $2,000 per Calendar Year for part-time and full-time employees (prorated per Full-Time Equivalent)
  • Life & Accidental Insurance Coverage
  • Employer contribution for Health Savings Account
  • Flexible Spending Account (FSA) and Limited FSA Options

OVERVIEW: The Clinic Flow Coordinator works under supervision of the Back Office Supervisor and collaborates with the Health Center Manager to optimize the flow of activities in the Primary Care clinic back office. Their role involves facilitating communication among providers, staff, and patients. The ability to multitask and manage competing priorities is essential for success in this position. CommuniCare+OLE is a Federally Qualified Health Center providing comprehensive patient-centered primary care services including medical, dental, substance abuse treatment, behavioral health and outreach services to the low income, multi-ethnic, uninsured and underinsured in the communities we serve.

 

SCHEDULE: Full Time 40 hours per week, Monday – Friday 8:00am to 5:00pm.  The work site is Communicare+OLE North Napa Campus 1141 Pear Tree Ln, Napa, CA 94558. Evening hours and flexible work hours may be required.  Travel between sites may be required.

RESPONSIBILITIES: The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned.  Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

  1. Responsible for overall coordination of clinic flow in the back office including management of cancelled appointments and no-show appointments
  2. Maximizes patient throughout by managing and working with the patient schedule and effectively overseeing and directing the stand-by list.
  3. Works collaboratively with the Clinic Manager, Associate Medical Director, Access Representative Supervisor, Lead Medical Assistant and/or Back Office Supervisor to ensure that appointment slots are filled.
  4. Helps ensure effective communication between front and back office to increase clinic flow, regulate patient load for providers, and ensure that exam rooms are being utilized to full capacity.
  5. Screens patients for appropriateness of clinic visits and coordinates case information; helps ensure triage protocols are being followed.
  6. Works collaboratively with nursing staff to minimize wait times for patients, particularly for those with urgent needs.
  7. Supports teams for quick starts and soft landings.
  8. Serves as a backup to the Lead MA/Back Office Supervisor for administrative duties as needed.
  9. Supports medical assistants with QIP measures.
  10. Maintains patient confidentiality in accordance with CommuniCare+OLE’s policy and HIPAA guidelines.
  11. Assists Clinic Manager with medical visits, patient interviews, and all other aspects of patient care as required.   May be asked to call clients to schedule.
  12. Helps clean and stocks patient care areas and workstations.
  13. Attends monthly update meetings, in-services and trainings.
  14. Assists with inventory, ordering and stocking medical supplies, when necessary.
  15. Assists with other duties as assigned, including serving as a Medical Assistant, according to expectations set forth in the current job description.
  16. Support remote healthcare providers by coordinating the referral of patients to the health center for point-of-care testing and subsequently communicating the test results back to the providers
  17. Provide support with routine monitoring of oxygen tank levels daily.

 

Measurements of success include but are not limited to the following:

  • All teams have timely huddle each day
  • Maximizes the number of patients served by each provider daily
  • Minimizes number of handoffs between patients and employees

MINIMUM POSITION REQUIREMENTS:

 

Education:  Completion of M.A. training program required.  Phlebotomy certification preferred.

Experience: Two years working as an M.A. in an outpatient setting. Experience working in a health clinic or demonstration of commitment to low-income populations strongly preferred.

Special Skills/Equipment: Bilingual Spanish/English required.  Perform phlebotomy and basic laboratory duties.  Must provide proof of current driver’s license and auto insurance.   Demonstrate skills to provide age-appropriate care to clinic clients/patients. Demonstrate knowledge of the principals of growth and development over the life span and possess the ability to interpret information relative to the patients’ age-related needs.

Expectations: Attendance and punctuality is necessary.  Ability to work well with a multidisciplinary team. Must have a commitment to excellence and high standards.  Must be self-motivated and have satisfactory written and oral skills, strong organizational, problem-solving and analytical skills. Must manage priorities and workflow. Required to have versatility, flexibility and a willingness to work within constantly changing priorities with enthusiasm and have acute attention to detail. Expected to have strong interpersonal skills and multi-task and understand/follow written/verbal instructions. Able to work independently with little or no supervision.  Required to deal effectively with a diversity of individuals at all organizational levels and with external customers.

Physical Requirements: 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.

Ability to operate office equipment, including computer equipment. Must be able to sit or stand for long periods of time, with occasional but regular walking. Ability to bend and move arms with sufficient range of motion to complete patient-related requirements, and ability to lift up to 25 pounds.  May need to assist patients onto exam table. Ability to bend, kneel, lift and twist as needed. Hearing and vision required.

CommuniCare+OLE Requires Pre-Employment Drug Testing & Background Check

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