Medical Clinic Coordinator

Position Overview:

The Clinic Coordinator will serve as the essential support to the clinic's operations by ensuring efficient coordination of various administrative and clinical activities. This individual will play a vital role in managing schedules, overseeing supply orders, supporting clinical services, and ensuring that regulatory and operational standards are maintained across the clinic. The role requires a detail-oriented, proactive professional who can handle a range of responsibilities, from patient follow-ups and clinic logistics to emergency preparedness and coordination with providers and external vendors.

Major Duties/Key Responsibilities/Essential Functions:

Clinical & Operational Support:

Manage provider time logs, production tracking, and ensure accurate reporting. Oversee tracking and inventory of medical supplies, office supplies, and lab supplies, ensuring availability and compliance with clinic needs. Handle provider expense reports. Assist with Nexplanon/IUD ordering and insurance verifications. Oversee calibration and maintenance of Audiometer equipment (Spring) Monitor and ensure emergency preparedness protocols are met, including setting up drills and coordinating emergency response in collaboration with designated personnel. Track and report on the Quality Assurance/Quality Improvement initiatives. Obtain mid-level co-signatures per policy. Provide back-up for clinic registration coverage as needed

Scheduling & Time Management:

Manage the clinic schedule, including blocking time for provider PTO, meetings, and other necessary adjustments. Monitor and approve PTO requests for providers, ensuring accurate recording on the Google Calendar. Schedule and arrange sales rep lunches and meetings, maintaining a smooth clinic operation. Approve and monitor time clock entries for providers and staff. Coordinate schedules for acute care or urgent appointments as needed. Ensure that all remote work logs are approved in a timely manner.

Administrative & Communication Support:

Handle administrative tasks such as managing new patient cards, and maintaining daily patient count logs. Track and ensure that providers maintain compliance with licensure renewals, continuing medical education (CME), and certifications. Serve as a liaison between clinic providers and external entities (e.g., insurance companies, vendors). Monitor and track clinic cleaning schedules to ensure hygiene and safety protocols are being followed.

Clinical Compliance & Risk Management:

Assist with maintaining Compliance Documentation for

Evidence Binder and Policy Stat Emergency & Safety Protocols:

Serve as a primary point of contact for emergency situations within the clinic, working in tandem with clinic leadership to address urgent care needs. Develop and implement emergency preparedness drills, ensuring staff are trained and ready for a variety of scenarios.

Additional Duties:

Coordinate school physicals as needed. Arrange for Flu Shot clinics during the fall, scheduling and notifying businesses and patients. Ensure timely completion of all necessary reports and documentation for the clinic.

Job Qualifications:

Experience:

Preferred minimum of 2 years of experience in a clinical coordination or administrative role, preferably in a medical office or clinic setting.

Required Education:

High school diploma or equivalent required; Associate's degree in healthcare related field preferred.

Required Certifications/Registrations:

None Additional Qualifications:

Strong organizational, communication, and multitasking skills. Ability to work effectively with a diverse team of medical providers and staff. Proficient in office software (Google Workspace, Microsoft Office Suite, etc.) and medical management systems. Experience with medical supply management, scheduling software, and payroll/timekeeping systems a plus. Knowledge of healthcare regulations, compliance requirements, and emergency protocols. Ability to maintain confidentiality and manage sensitive patient information in accordance with HIPAA guidelines.

Physical Requirements:

Light physical effort (lift/carry up to 20 lbs.) Occasional standing/walking Occasionally lift supplies/equipment Eye hand coordination Normal sight, with or without corrective lenses Normal hearing, with or without aid Ability to perform tasks requiring dexterity, such as typing, filing, or assisting with patient care.

Working Conditions :

Normally works in an office environment Subject to frequent interruptions This role may require flexibility in working hours based on clinic needs and emergency situations. Medical Clinic Coordinator 4.5 4.5 out of 5 stars 1150 State Street, Phillipsburg, KS 67661 Phillips County Hospital 4 reviews

Position Overview:

The Clinic Coordinator will serve as the essential support to the clinic's operations by ensuring efficient coordination of various administrative and clinical activities. This individual will play a vital role in managing schedules, overseeing supply orders, supporting clinical services, and ensuring that regulatory and operational standards are maintained across the clinic. The role requires a detail-oriented, proactive professional who can handle a range of responsibilities, from patient follow-ups and clinic logistics to emergency preparedness and coordination with providers and external vendors.

Major Duties/Key Responsibilities/Essential Functions:

Clinical & Operational Support:

Manage provider time logs, production tracking, and ensure accurate reporting. Oversee tracking and inventory of medical supplies, office supplies, and lab supplies, ensuring availability and compliance with clinic needs. Handle provider expense reports. Assist with Nexplanon/IUD ordering and insurance verifications. Oversee calibration and maintenance of Audiometer equipment (Spring) Monitor and ensure emergency preparedness protocols are met, including setting up drills and coordinating emergency response in collaboration with designated personnel. Track and report on the Quality Assurance/Quality Improvement initiatives. Obtain mid-level co-signatures per policy. Provide back-up for clinic registration coverage as needed

Scheduling & Time Management:

Manage the clinic schedule, including blocking time for provider PTO, meetings, and other necessary adjustments. Monitor and approve PTO requests for providers, ensuring accurate recording on the Google Calendar. Schedule and arrange sales rep lunches and meetings, maintaining a smooth clinic operation. Approve and monitor time clock entries for providers and staff. Coordinate schedules for acute care or urgent appointments as needed. Ensure that all remote work logs are approved in a timely manner.

Administrative & Communication Support:

Handle administrative tasks such as managing new patient cards, and maintaining daily patient count logs. Track and ensure that providers maintain compliance with licensure renewals, continuing medical education (CME), and certifications. Serve as a liaison between clinic providers and external entities (e.g., insurance companies, vendors). Monitor and track clinic cleaning schedules to ensure hygiene and safety protocols are being followed.

Clinical Compliance & Risk Management:

Assist with maintaining Compliance Documentation for

Evidence Binder and Policy Stat Emergency & Safety Protocols:

Serve as a primary point of contact for emergency situations within the clinic, working in tandem with clinic leadership to address urgent care needs. Develop and implement emergency preparedness drills, ensuring staff are trained and ready for a variety of scenarios.

Additional Duties:

Coordinate school physicals as needed. Arrange for Flu Shot clinics during the fall, scheduling and notifying businesses and patients. Ensure timely completion of all necessary reports and documentation for the clinic.

Job Qualifications:

Experience:

Preferred minimum of 2 years of experience in a clinical coordination or administrative role, preferably in a medical office or clinic setting.

Required Education:

High school diploma or equivalent required; Associate's degree in healthcare related field preferred.

Required Certifications/Registrations:

None Additional Qualifications:

Strong organizational, communication, and multitasking skills. Ability to work effectively with a diverse team of medical providers and staff. Proficient in office software (Google Workspace, Microsoft Office Suite, etc.) and medical management systems. Experience with medical supply management, scheduling software, and payroll/timekeeping systems a plus. Knowledge of healthcare regulations, compliance requirements, and emergency protocols. Ability to maintain confidentiality and manage sensitive patient information in accordance with HIPAA guidelines.

Physical Requirements:

Light physical effort (lift/carry up to 20 lbs.) Occasional standing/walking Occasionally lift supplies/equipment Eye hand coordination Normal sight, with or without corrective lenses Normal hearing, with or without aid Ability to perform tasks requiring dexterity, such as typing, filing, or assisting with patient care.

Working Conditions :

Normally works in an office environment Subject to frequent interruptions This role may require flexibility in working hours based on clinic needs and emergency situations.