Clinical Care Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Oversee day-to-day clinic operations to ensure smooth workflow, timely patient movement, and efficient use of clinical resources.
• Serve as primary administrator and troubleshooting lead for eClinicalWorks, including user support, issue escalation, workflow optimization, and coordination with IT or vendor support.
• Maintain and update clinic operational procedures, workflows, and communication systems.
• Monitor daily schedules, staffing needs, and room utilization to ensure efficient clinic functioning.
• Support onboarding, training, and orientation of new clinical support staff.
• Maintain a clean, organized, and professional clinic environment, ensuring readiness of patient care and administrative areas.
• Establish and maintain strong relationships with SDRI providers and research staff.
• Ensure regular and effective communication with all providers and schedule and attend required meetings.
• Participate in designated standard operating procedure (SOP) and other relevant training.
• Aid in maintaining the safety and integrity of all facility equipment and technological use of office, laboratory, and patient care equipment.
• Aid in maintaining and providing documentation as required for facility quality assurance.
• Maintain logs for facility equipment to ensure compliant calibrated research and clinical equipment.
• Ensure all patient-facing equipment and materials are clean and safe for use.
• Minor janitorial and housekeeping duties may be required.
• Develop and maintain credible relationships with patients, study participants, and staff.
• Follow established policies, procedures, and objectives, quality improvement objectives, and safety, environmental and infection control standards.
• Ensure waiting areas, restrooms, patient rooms, and stockrooms are clean and ready for use.
• Order medical and office supplies as necessary.
• Other duties as assigned.

Supervisory & Staff Support Responsibilities

• Provide dotted-line supervisory oversight to Medical Assistants and Receptionists, supporting daily task prioritization, workflow management, and adherence to clinic standards.
• Aid in monitoring staff performance, identifying training needs, and reinforcing compliance with clinical, administrative, and research protocols.
• Provide ongoing guidance to ensure compliance with clinical and research standards.
• Train and mentor Medical Assistant I in clinic procedures, documentation standards, and patient care protocols.
• Serve as a communication bridge between clinical staff, research staff, and leadership to ensure alignment of priorities and expectations.

Patient Care Duties

• Measure and record vital measurements (blood pressure, body temperature, respiratory rate, height, weight, waist circumference).
• Measure fingerstick blood glucose and Hemoglobin A1c.
• Record all vital information in the Electronic Health Record (EHR).
• Perform external device downloads, including but not limited to insulin pumps, blood glucose monitors, and continuous glucose monitors (CGMs).
• Provide relevant vitals and device download information to clinicians prior to patient appointments.
• Clean and restock patient and medication/device/equipment rooms including but not limited to replacing sterile exam paper, wiping down counters, and ensuring all necessary equipment is in the rooms.

Administrative Duties

• Register and continuously update patient information in EHR.
• Evaluate provider's calendars for eligibility and schedule patient appointments accordingly, ensuring appropriate staff are invited to each appointment.
• Contact patients for appointment reminders.
• Verify patients' insurance eligibility as appropriate.
• Collect patient payments.
• Provide, collect, and review patient forms, including medical history, consent to bill insurance/self-pay with current rates, HIPAA privacy statement, and release of medical records forms.
• Follow provider's post-visit instructions, including lab forms, prescription processing forms, and scheduling follow-up appointments.
• Follow-up monthly with referring specialists and physicians to obtain updated records, including pregnancy scans and other relevant information as needed.
• Scan all visit forms into EHR.
• Process prescription renewal and insurance paperwork as appropriate.
• Review provider's dictation for billing, ensure diagnosis and procedure codes are correct, and submit online claims to insurance.
• Collect and track insurance explanations of benefits (EOBs).
• Check fax machine and voicemails daily.
• Contact insurance for prior authorization and completing relevant paperwork.
• Complete certificates of medical necessity for medical device prescriptions.
• Schedule referrals for specialists or procedures as requested by provider.

Front Desk & Patient Interaction Duties

• Greet patients and visitors, manage patient check in and check out, verify basic information, maintain a clean and organized front desk and waiting area, answer and route phone calls, assist patients with required forms, provide general information about appointments and clinic processes, notify clinical staff when patients arrive, handle incoming mail and deliveries, maintain daily front desk logs, and protect the confidentiality of all patient information.

Research Support Duties

• May assist research department in study recruitment and other activities.

QUALIFICATIONS

• Basic knowledge of office practice and office equipment.
• Proficiency with eClinicalWorks preferred, and/or similar Electronic Health Record (EHR) system.
• Basic knowledge of Microsoft Office for word processing and data entry.
• Excellent oral and written communication skills.
• Ability to work independently and with careful attention to detail as well as in collaboration with other staff members.
• Excellent multi-tasking, prioritization, and organizational skills and ability to work under stress.
• Ability to transfer and record data accurately, in the required format, and in a timely manner.
• Must be able to establish rapport and communicate with individuals of diverse cultural and educational backgrounds.
• Demonstrated knowledge of appropriate patient care, and continuous education per licensure and certification requirements.
• Basic knowledge of the clinical research process and Good Clinical Practice (GCP).

EDUCATION AND EXPERIENCE

• High school diploma.
• Associate's degree preferred.
• Active California license in CNA, MA, CPT, and/or EMT-B/P.
• Active CPR certification.
• 2–3 years of experience as a Medical Assistant.
• Experience with EHR systems and insurance billing.
• Experience with eClinicalWorks preferred.

LANGUAGE SKILLS

• The ability to read, write and speak Spanish and English clearly is mandatory. Spanish proficiency should be intermediate at minimum, fluency preferred.

PHYSICAL DEMANDS

• 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.
• The incumbent is regularly required to sit, talk, hear, and climb stairs.
• The incumbent frequently is required to use hands to finger, handle or feel equipment, paper, or files.
• The incumbent is required to stand, walk, and reach with hands and arms.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

• The work environment would be generally described as an office setting with clinical facilities adjacent to the primary work area and laboratory facilities on a different floor.
• The ability to move within all three of these areas may be required in the execution of the employee’s functional activities.
• The incumbent must be in sufficient overall health to report for work consistently and reliably and work through a standard day with appropriate breaks.