Clinic Coordinator- Full Time

Clear Destination Inc.; Santa Ana (CA); Hybrid; USD 28,000 - 33,000; Full time

Job summary

Clear Destination Inc. seeks a Clinical Coordinator to join our services team, coordinating healthcare support and nursing services for people we serve.

This role emphasizes accurate medical records management, nursing documentation, and Therap-based workflows, supporting operational and clinical leadership. Responsibilities include maintaining records from admission to discharge, obtaining physician orders, coordinating appointments, and ensuring HIPAA compliance.

Qualifications

• High School Diploma or equivalent.
• Experience with Electronic Health Records (EHR) preferred.
• Healthcare coordination experience preferred.
• Fluent English communications required.

Responsibilities

• Maintain medical records and nursing documentation.
• Scan and upload records into Therap.
• Forward reports to Nurses for review.
• Monitor E-Fax for records to be scanned into Therap.
• Obtain medication orders and signatures from physicians.
• Update protocols/care plans and nurse delegation with dates.
• Coordinate and track appointments in Therap and ensure reports are attached.
• Assist RN with MAR creation and medication changes.

Skills

Verbal & written communication

Organization & prioritization

EHR proficiency

HIPAA & confidentiality

Basic math & numeracy

Education

High School Diploma

Tools

Therap EHR

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 accountability.
• 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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