Job Summary

CLINICAL ADMIN COORDINATOR

- Non-Clinical, High-Volume Treatment Pipeline Operations Non-Clinical, High-Volume Treatment Pipeline Operations Position Summary This is not a front-desk, receptionist, scheduling, or traditional medical-office position. This is a non-clinical, workflow-focused role responsible for moving patients through a high-volume HIV, PrEP, and STI treatment pipeline. The coordinator owns the administrative progression of assigned patients from identification and testing through laboratory completion, clinical readiness, insurance and medication access, treatment initiation, follow-up, refills, and retention in care. Success in this position requires more than recording information. The coordinator must identify why a patient has stopped progressing, determine the next required action, follow up with the appropriate person or organization, escalate unresolved barriers, and continue monitoring the case until the required step is completed. The coordinator does not provide direct clinical care or routinely see patients. The primary responsibility is managing workflows, resolving exceptions, and ensuring that patients do not become delayed or lost within the treatment process. The Treatment Pipeline The coordinator will monitor and advance patients through the following stages: Patient identification and initial testing Confirmatory and required laboratory completion Review and resolution of missing, rejected, insufficient, or unresulted specimens Completion of clinical and documentation requirements Insurance and treatment-access readiness Provider review and prescription readiness Prescription and pharmacy coordination Medication initiation Follow-up and refill monitoring Retention in care and recovery of patients who become difficult to reach Primary ResponsibilitiesTreatment Pipeline Ownership Maintain active oversight of assigned HIV, PrEP, and STI patient pipelines. Monitor every assigned patient's current stage, outstanding requirements, next action, responsible party, and follow-up date. Identify patients who are delayed, stalled, missing requirements, or at risk of being lost to follow-up. Determine why a case has stopped progressing and initiate the appropriate follow-up. Continue monitoring outstanding items until they are completed, appropriately escalated, or formally resolved. Prioritize cases according to clinical urgency, treatment readiness, deadlines, and length of delay. Prevent patients from remaining on a tracker without a documented next action and follow-up date. Laboratory and Clinical-Requirement Tracking Track required laboratory orders, specimen collection, results, and outstanding clinical requirements. Identify missing, incomplete, rejected, insufficient, duplicated, or unresulted laboratory work. Communicate with clinical staff, field teams, correctional personnel, laboratories, or other responsible parties to resolve laboratory barriers. Reconcile laboratory information across the EMR, laboratory portals, internal trackers, and other available systems. Notify the appropriate clinical team member when required information is complete and the patient is ready for clinical review. Escalate abnormal, urgent, or time-sensitive information according to UCHS protocols without independently interpreting or providing clinical advice. Treatment and Medication Access Coordination Track patients through insurance verification, treatment-access requirements, provider review, prescription completion, pharmacy processing, medication initiation, and refills. Identify missing insurance information, documentation, prescriptions, approvals, or pharmacy actions that are preventing treatment. Coordinate with clinical staff, insurance personnel, pharmacies, caseworkers, and other internal or external partners. Confirm that prescriptions and medication-related requests have reached the correct party and continue following the case until a documented outcome is received. Monitor medication-initiation and refill deadlines and escalate cases at risk of interruption. Maintain accurate documentation of approvals, denials, pending requirements, medication status, and next actions. Follow-Up and Retention Track patients who miss required laboratory work, appointments, medication starts, or refills. Coordinate follow-up efforts for patients who become difficult to reach, are released from a correctional setting, relocate, or experience other barriers to care. Document outreach attempts, responses, barriers, and planned next steps. Escalate high-risk or repeatedly unsuccessful cases according to established procedures. Support continuity between correctional, community, mobile, and outpatient settings. Data, Documentation, and Systems Management Enter and update patient information accurately in eClinicalWorks, Excel-based trackers, laboratory portals, dashboards, and other internal systems. Reconcile information across systems and investigate discrepancies rather than copying incomplete or conflicting information forward. Maintain accurate pipeline stages, case statuses, next actions, follow-up dates, and ownership assignments. Review records for missing or inconsistent information and obtain corrections promptly. Scan, upload, label, and route documents when necessary to advance a patient's treatment. Protect patient confidentiality and comply with HIPAA and organizational privacy requirements. Performance Monitoring and Reporting Maintain accurate daily and weekly counts of patients at each stage of the treatment pipeline. Identify aging cases, overdue actions, unresolved barriers, and patients at risk of being lost to follow-up. Prepare concise status updates for administrative and clinical leadership. Report recurring workflow failures, bottlenecks, and breakdowns between departments or external partners. Participate in routine pipeline reviews and be prepared to explain the current status, barrier, next action, and follow-up date for assigned cases. Contribute to measurable goals involving laboratory completion, treatment readiness, medication initiation, refill completion, and retention in care. Key Working Relationships The coordinator serves as an operational connection among: Clinical providers Caseworkers and care coordinators Field and outreach teams Correctional-facility personnel Insurance and patient-access staff Laboratories Pharmacies Administrative and operational leadership Patients, when workflow-related outreach is required This position does not supervise clinical decision-making and does not independently diagnose, interpret results, or provide medical advice. Who Will Succeed in This Role This position is ideal for someone who: Has personally managed a large, active caseload or patient queue. Understands that entering information is not the same as resolving a case. Can quickly identify what is missing, who is responsible, and what must happen next. Follows unresolved items persistently without requiring repeated reminders. Is comfortable contacting multiple departments and external partners to obtain answers. Notices discrepancies and investigates them before they become larger problems. Can manage competing priorities while maintaining accurate documentation. Understands how missed laboratory work, incomplete documentation, delayed prescriptions, and failed follow-up can prevent treatment. Takes ownership of outcomes while appropriately escalating matters outside the position's authority. Required Qualifications Minimum of two years of experience managing healthcare workflows, patient access, care coordination, treatment navigation, specialty medication access, clinical research, population health, or another comparable high-volume patient process. Demonstrated experience managing a patient caseload, work queue, or multi-step treatment process through completion. Experience tracking laboratory, documentation, insurance, prescription, medication, or follow-up requirements. Strong Excel skills, including filtering, sorting, maintaining structured trackers, identifying overdue items, and working accurately with large patient lists. Experience using an EMR or electronic patient-information system. Exceptional organization, attention to detail, and follow-through. Ability to work across multiple systems while maintaining accuracy. Strong written and verbal communication skills. Ability to distinguish routine tasks from urgent or time-sensitive barriers. Ability to maintain patient confidentiality and comply with HIPAA requirements. Experience limited primarily to reception, appointment scheduling, patient check-in, or general clerical work will not meet the experience requirements for this position. Preferred Experience Experience in one or more of the following areas is strongly preferred: HIV linkage to care or retention in care PrEP navigation STI program coordination Specialty-pharmacy patient access Medication-access or patient-assistance programs Oncology or infusion coordination Clinical research coordination Population-health or care-gap closure Correctional healthcare Public-health disease intervention Complex care coordination Laboratory workflow management Multi-location, mobile, or community-based healthcare programs eClinicalWorks Quest Diagnostics, Labcorp, or comparable laboratory portals Ideal Candidate Profile The ideal candidate is: Exceptionally detail-oriented Persistent without requiring close supervision Comfortable being accountable for measurable outcomes Skilled at organizing and prioritizing a large volume of cases Technologically confident and able to learn new systems quickly Calm and methodical under pressure Proactive in identifying problems Comfortable escalating delays and unresolved barriers Able to communicate professionally with clinical and non-clinical teams Motivated by completing the treatment journey—not merely documenting activity

Job Type:

Full-time Pay:

$21.00 - $22.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Have you personally managed a healthcare caseload, patient queue, or treatment workflow involving at least 50 active patients at the same time? Yes No Which processes have you personally tracked through completion? Select all that apply by writing yes or no next to each choice 1 Laboratory orders and results. yes/no 2 Missing or rejected specimens yes/no 3 Insurance eligibility yes/no 4 Prior authorizations yes/no 5 Provider orders or prescriptions. yes/no 6 Specialty-medication access yes/no 7 Medication initiation. yes/no 8 Medication refills. yes/no 9 Missed appointments. yes/no 10 Patients lost to follow-up. yes/no 11 None of the above. yes/no Which Excel functions have you used independently? Yes/No to all below Sorting and filtering. Yes/No Freeze panes. Yes/No Conditional formatting. Yes/No Data validation or drop-down lists. Yes/No Basic formulas. Yes/No Lookup functions such as XLOOKUP or VLOOKUP. Yes/No Pivot tables. Yes/No Identifying duplicate records. Yes/No I have only entered information into existing spreadsheets. Yes/No A patient has remained in the same treatment stage for 12 days. The record contains several notes, but no documented next action. What would you do first? Is most of your healthcare experience limited to answering phones, scheduling appointments, checking in patients, and performing general front-office duties? Yes/No Are you comfortable working primarily at a computer managing patient workflows, records, reports, and unresolved cases rather than routinely seeing patients or performing direct clinical care?

Yes No Work Location:

In person