Clinic Coordinator- Full Time

AbleLight; Santa Ana (CA); On-site; USD 28,000 - 33,000; Full time

Job summary

AbleLight in Santa Ana, CA is seeking a Clinical Coordinator to support person-centered care and coordinate healthcare services. You will manage nursing documentation in the EHR and work closely with the residential team, ensuring HIPAA compliance.

You will maintain medical records, schedule appointments, oversee MAR processes, and assist the RN with medication management and referrals while keeping stakeholders informed.

Qualifications

• High School Diploma required; IDD experience preferred.
• At least 1 year in a similar role; experience with Electronic Health Records.
• HIPAA confidentiality and AbleLight policies must be followed.

Responsibilities

• Maintain medical records and nursing documentation with accuracy.
• Scan/upload records into Therap and route to nurses.
• Coordinate appointments and ensure records in Therap with results.
• Assist RN with MAR creation and medication oversight.
• Coordinate transportation and assist with ER/Hospital records as needed.

Skills

Collaboration

English communication

EHR proficiency

Organizational skills

Education

High School Diploma

Tools

Therap EHR

Microsoft Office

Job description

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. Through partnership and collaboration with the PWS’s residential team and in full compliance with AbleLight Guideline and HIPPA, maintains medical records, nursing documentation from admission to discharge in the Electronic Health Record (EHR). Provides support as needed to operational and clinical leadership.

Essential Duties

total equals 100% -- less than 10% not documented

Medical Records

• 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.

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.

The above reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned to the position.

Knowledge, Skill, and Abilities for Success in the Role

Knowledge

Theoretical or practical understanding of a subject acquired and increases through experience.

Skills

Proficiencies developed through training, practice, or experience.

Abilities

The level and quality of being able to do something improved with training and experience.

• 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

Pay: $20.00 - $24.00

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