Clinic Coordinator - Orthopedics (Willowbrook)

About the Role

At Houston Methodist Specialty Physician Group, the Clinic Coordinator is a multifaceted, clinic‑based role that organizes daily clinic activities, supports providers, enhances patient experience, and handles advanced administrative tasks to maintain optimal clinic flow. Responsibilities include scheduling appointments, procedures, and surgeries; ensuring medical necessity compliance; verifying eligibility for care; serving as a preceptor and clinical resource for Medical Assistants; and providing training and oversight to promote safety, quality, service, education, and innovation.

FLSA Status: Non‑exempt.

Qualifications

• Education: High School diploma or equivalent (GED, homeschool equivalency, partial or full completion of post‑secondary education, etc.).
• Experience: 5 years as a Senior/Advanced Medical Assistant; 2 years demonstrated leadership experience (mentor, quality control, or clinical process improvement) preferably in health care; 1 year training experience preferred.
• Licenses and Certifications: Required BLS – Basic Life Support or Instructor (AHA); Medical Assistant Certification (CMA from NAHP, NCCT, NHA, AAMA, or RMA from AMT, or CCMA from NHA); Preferred CPT – Certified Phlebotomy Technician (ACA).

Skills and Abilities

• Demonstrated competence to safely perform assigned duties, validated through ongoing assessments.
• Proficient oral and written English, especially for patient and employee safety communications.
• Effective, customer‑service‑focused communication with patients, physicians, families, and co‑workers.
• EPIC electronic health record proficiency.
• Knowledge of medical practice, patient care, examinations, diagnostic and treatment procedures, and medical equipment.
• Ability to develop and maintain clinical quality assurance and accurate medical records.
• Learning attitude toward problem‑solving, reasoning, and judgment.
• Provision of safe, patient‑centered, compassionate, and competent care.
• Strong computer skills for documentation and work‑related tasks.
• Commitment to continuous training, education, and maintenance of current certifications.
• Ability to establish and maintain effective relationships with patients, medical staff, co‑workers, and the public.
• Team‑oriented collaboration with peers.
• Understanding of patient populations and related clinical disease processes.
• Advanced assessment competencies appropriate to the level of practice.

Essential Functions – People

• Coordinate patient flow, obtain demographics, prepare patients for provider visits, and provide backup to clinic staff.
• Organize daily schedules and work activities, ensuring coverage to meet patient needs.
• Assist with triage, prescription refills, referrals, and prescription education.
• Serve as preceptor and clinical resource, guiding and mentoring colleagues to deliver optimal patient care.
• Provide structured feedback with examples.
• Collaborate with clinical management to assess and determine process protocols, conducting meetings with staff and the Practice Manager.

Essential Functions – Service

• Plan, organize, and direct all aspects of clinic operations.
• Collaborate with leadership, other clinics, and Medical Assistants to develop new processes or procedures for continued patient care.
• Provide quality oversight for documentation of vital signs, chief complaints, medication reviews, and medical/social history as appropriate.
• Document care administered, diagnostic measurements, treatments, and procedures in the EMR per established policies.

Essential Functions – Quality & Safety

• Interpret provider orders, safety rules, operating and maintenance instructions, and procedure manuals.
• Follow up with patients to ensure compliance with recommendations, medications, lab/x‑ray results, specialist visits, dietician or diabetes educator appointments, etc.
• Ensure patient utilization and activation of MyChart.
• Provide initial investigation and information for internal and external complaints to management.
• Coordinate care with hospital, ED, consulting physicians, and community resources as needed.
• Model behaviors and skills through peer‑to‑peer accountability to improve patient‑satisfaction scores.
• Lead monthly Environment of Care rounds in collaboration with clinic management.

Essential Functions – Finance

• Oversee clinic resources to align with budgetary goals and objectives; assist in long‑range planning of clinic needs.
• Arrange pre‑authorizations and pre‑certifications of procedures as needed.

Essential Functions – Growth & Innovation

• Participate in curriculum development for Graduate Medical Assistant staff.
• Provide development and guidance for new clinical employees.
• Collaborate with clinic management on process improvement initiatives.

Supplemental Requirements

• Work Attire: Uniform – No; Scrubs – Yes; Business professional – No; Other (department approved) – No.
• On‑Call: Employees may be required to be on‑call during emergencies (e.g., disaster, severe weather events), though the position is not otherwise on‑call.
• Travel: May require travel within the Houston Metropolitan area; travel outside the Houston Metropolitan area is not required.