Clinic Coordinator

Job Summary

The Clinical Coordinator is an important member of the services team delivering person centered care to the people we serve (PWS). Their primary responsibility is coordinating healthcare support, nursing services, and clerical duties for an assigned area.

About the role

Maintains medical records and nursing documentation. Scan and upload records into Therap. Forward reports to Nurses to review and/or notify them they have been uploaded. Monitor E-Fax for requested records to be scanned into Therap. Obtain medication orders and signatures from physicians. Protocols/Care Plans, Nurse Delegation and Informed Consents: Update & Track protocols/care plans and nurse delegation with dates. Run regular reports within Therap. Track ROI dates and make sure they are updated when needed. Assist with obtaining if needed. Appointments: Make & track annual appointments physical, eye and dental exams depending on service line. Make & Track specialty appointments. Ensure appointments are in Therap and report/results are attached to the appointments. Assist Ops in obtaining this information if needed. Obtain full after-visit summary for all appointments. Follow through on medical/lab testing and referrals to specialists. Make sure RN is aware of any new physician orders that need education and/or protocols/care plans. Communicate any due/overdue appointments to Ops and Nursing team. Enter follow up appointments in Therap and notify Ops and Nursing team. Obtain medical records for ER visits/Urgent Care/Hospital admissions and attach to GER. Create an appointment in Therap if not already completed. MAR, Medication, Pharmacy- with RN oversight: Create MAR for new admit depending on service line. Obtain new physician orders for medications for each new admit. Review and enter any med changes sent from Pharmacy or provider office depending on service line. Configure/approve Monthly MAR at the end of each month for the beginning of the next month if not already completed by operations or nursing team. Ensure physician orders (POs) are reviewed and signed yearly. Contacting pharmacy when needed to obtain POs. Tracking POs due dates per nursing caseload. Review with RN if there are any changes in medications- also notify Ops team if applicable. Track self-med assessments. Assist RN with disposal of expired and/or discontinued meds. New Admit- IHS and Host Home Service Lines (work with Intake Coordinator if applicable): Obtain list of healthcare providers. Ensure ROI Form is signed to include all healthcare providers. Obtain all available medical history, last exam dates, medications, allergies, future appointments. Scan/enter all documents into Therap. Create MAR in Therap depending on service line. Assist RN in enrolling new admit in Pharmacy. Office and additional duties (as applicable per the state and service line): Attend all Nursing Department Meetings monthly. Attend 1:1’s with your leader every two weeks. Attend stand-up/team meetings/nursing meetings. Assist staff for any requests. Update Nursing Caseload when needed. Update all face sheet forms with doctors, weights, and changes for emergency binders. Emergency Documentation Form (EDF) in Therap Scheduling all appointments and coordinating transportation weekly depending on service line. Help coordinate emergency transportation depending on service line. Assist day program staff with PWS when available depending on service line/location. Answer office phone if applicable.

Essential Duties

• Maintain medical records and nursing documentation.
• Scan and upload records into Therap.
• Forward reports to Nurses to review and/or notify them they have been uploaded.
• Monitor E-Fax for requested records to be scanned into Therap.
• Obtain medication orders and signatures from physicians.
• Update & Track protocols/care plans and nurse delegation with dates.
• Run regular reports within Therap.
• Track ROI dates and make sure they are updated when needed.
• Assist with obtaining if needed.
• Make & track annual appointments physical, eye and dental exams depending on service line.
• Make & Track specialty appointments.
• Ensure appointments are in Therap and report/results are attached to the appointments.
• Assist Ops in obtaining this information if needed.
• Obtain full after-visit summary for all appointments.
• Follow through on medical/lab testing and referrals to specialists.
• Make sure RN is aware of any new physician orders that need education and/or protocols/care plans.
• Communicate any due/overdue appointments to Ops and Nursing team.
• Enter follow up appointments in Therap and notify Ops and Nursing team.
• Obtain medical records for ER visits/Urgent Care/Hospital admissions and attach to GER.
• Create an appointment in Therap if not already completed.
• Create MAR for new admit depending on service line.
• Obtain new physician orders for medications for each new admit.
• Review and enter any med changes sent from Pharmacy or provider office depending on service line.
• Configure/approve Monthly MAR at the end of each month for the beginning of the next month if not already completed by operations or nursing team.
• Ensure physician orders (POs) are reviewed and signed yearly.
• Contacting pharmacy when needed to obtain POs.
• Tracking POs due dates per nursing caseload.
• Review with RN if there are any changes in medications- also notify Ops team if applicable.
• Track self-med assessments.
• Absist RN with disposal of expired and/or discontinued meds.
• New Admit- IHS and Host Home Service Lines (work with Intake Coordinator if applicable): Obtain list of healthcare providers. Ensure ROI Form is signed to include all healthcare providers. Obtain all available medical history, last exam dates, medications, allergies, future appointments. Scan/enter all documents into Therap. Create MAR in Therap depending on service line. Assist RN in enrolling new admit in Pharmacy.

Knowledge, Skill, and Abilities for Success in the Role

• Serving others, giving & receiving feedback, holding self & others accountable.
• Collaboration, listening skills, conflict resolution, and leveraging technology to the fullest.
• Quality and continuous improvement of self and processes.
• Good verbal, reading, and written communication in English; basic math skills; and confident computer skills with high proficiency in Electronic Health Records.
• Good organizational, coordinating, and prioritizing abilities.
• Ability to maintain confidentiality and comply with HIPAA regulations.

Our Values – The “Way” We Work

• MISSION FIRST: We are called to support others to flourish and that deserves our full energy, commitment, and focus.
• ONE ABLELIGHT: We are ONE TEAM working together to advance quality. We value collaboration, accountability, transparency, and courage.
• CHRISTIAN LOVE: We are guided by our Christian Faith because all people have infinite value. We welcome and love every person, we act with empathy, grace, dignity, and patience.

Minimum Job Qualifications

• Education: High School Diploma.
• Experience: 1 year in similar role with and experience in IDD preferred.
• Experience with Electronic Health Records, office equipment, and Microsoft Office applications.
• Req. Certs: None.