Clinic Flow Coordinator - North Napa

Communicare+OLE; Napa (CA); On-site; USD 37,000 - 45,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

PTO 18 days

10 paid holidays + 1 float

403(b) retirement plan with 2% match

Tuition reimbursement up to $2,000/yr

Life & AD&D insurance

HSA contributions

Job summary

CommuniCare+OLE is seeking a Clinic Flow Coordinator at the North Napa Campus to optimize back-office clinic flow and improve communication among providers, staff, and patients. The role requires multitasking, coordination with the Health Center Manager, and ensuring efficient use of exam rooms.

The position emphasizes collaboration, patient triage, supportive duties with medical staff, and maintaining patient confidentiality in line with HIPAA.

Qualifications

• Completion of M.A. certification required.
• Phlebotomy certification preferred.
• Two years working as an M.A. in an outpatient setting.
• Experience in a health clinic or commitment to low income populations strongly preferred.
• CPR certification required.
• Ability to work in a fast-paced environment.
• Bilingual English/Spanish/Dari/Punjabi/Vietnamese strongly preferred.

Responsibilities

• Coordinate clinic flow in the back office, including managing cancelled and no-show appointments.
• Maximize schedules by overseeing stand-by lists and multiple schedules.
• Ensure appointment slots are filled by collaborating with Clinic Manager, Medical Director, and Back Office staff.
• Facilitate communication between front and back office to optimize patient flow and room utilization.
• Screen patients for appropriateness of visits and coordinate case information per triage protocols.
• Support nursing staff to minimize wait times, especially for urgent needs.
• Provide backup for administrative duties as needed and assist with QIP measures.

Skills

CPR certification

Fast-paced

Bilingual

Education

MA certification

Phlebotomy certification (preferred)

Job description

Position Title

Clinic Flow Coordinator

Department

Medical

Reports To Title

Health Center Manager

Location

North Napa Campus

Hours

Full time, 40 hours a week, Mon to Fri

Pay Range

$27.42 to $33.51/ hr

DLSE/FLSA STATUS

( )
____Exempt/Salaried position
_ X__Nonexempt /Hourly position

SUPERVISORY RESPONSIBILITIES ( does this position have direct reports )

YES
NO

About CommuniCare+OLE

Established in 2023, CommuniCare+OLE is the result of a union of two health centers with a deep roots in their respective communities and reputations for providing high-quality primary care to all, regardless of insurance or ability to pay: OLE Health of Napa and Solano Counties and CommuniCare Health Centers of Yolo County. Building on a legacy established by both organizations in 1972, CommuniCare+OLE is a network of federally-qualified health centers with 17 sites across Napa, Solano, and Yolo Counties. It offers comprehensive care, including medical, dental, behavioral health and substance use treatment, nutrition, optometry, pharmacy, care coordination, referrals, and enrollment assistance to more than 70,000 individuals, and no one is turned away due to lack of insurance, immigration status, or ability to pay. Many services are offered outside of its sites, including mobile health, home visiting , and community and school-based programs.

Benefits

• Medical, Dental, Vision Coverage
  • Employer covers 90% of employee medical, dental and vision premium and 50% of dependent premium
• 18 days of PTO (Vacation & Sick)
• 10 Paid Holidays + 1 Float Holiday
• 2% employer match with employee 4% Contribution 403(b) retirement plan
• Tuition Reimbursement of up to $2,000 per Calendar Year for part-time and full-time employees (prorated per Full-Time Equivalent)
• Life & Accidental Insurance Coverage
• Employer contribution for Health Savings Account

Job Summary/Overview

The Clinic Flow Coordinator works under the supervision of the Back Office Supervisor and collaborates with the Health Center Manager to optimize the flow of activities in the Primary Care clinic back office. Their role involves facilitating communication among providers, staff, and patients. The ability to multitask and manage competing priorities is essential for success in this position

CommuniCare+OLE provides an inclusive workplace that promotes and values diversity and life experience.

CommuniCare+OLE encourages people of all backgrounds to apply including, but not limited to, Black, Indigenous Peoples, people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, individuals of all ages and religions, and individuals who have been affected by the legal system.

YOU ARE WELCOME HERE.

***The following reflects requirements and essential functions of this position but does not restrict tasks that may be assigned. Essential functions include basic job duties, core elements, or fundamental responsibilities that an employee must perform to hold the position. Employees must be able to perform these essential functions with or without reasonable accommodation (accommodation may be requested). Duties and responsibilities are not all-inclusive, and they may be assigned or reassigned to this job at any time, due to reasonable accommodation or any other reason. ***

MINIMUM POSITION REQUIREMENTS: EDUCATION, EXPERIENCE, SKILLS/TRAINING

• Education:
• Completion of M.A. certification required.
• Phlebotomy certification preferred.
• Experience/Lived Experience:
• Two years working as an M.A. in an outpatient setting.
• Experience working in a health clinic or demonstrated commitment to low income populations strongly preferred.
• Special Skills/Training:
• CPR certification required.
• Ability to work in a fast-paced environment.
• Bilingual in English/Spanish/Dari/Punjabi/Vietnamese strongly preferred.

Essential Functions And Responsibilities

• Knowledge of Federally Qualified Health Centers and the key health center principles and guidelines
• Knowledge of computer systems; electronic health record system, spreadsheets, and scheduling guidelines
• Responsible for overall coordination of clinic flow in the back office including management of cancelled appointments and no-show appointments
• Maximizes schedules by managing and working with various schedules and effectively overseeing and directing the stand-by list.
• Works collaboratively with the Clinic Manager, Medical Director, Access Supervisor, Lead Medical Assistant and/or Back Office Supervisor to ensure that appointment slots are filled.
• Helps ensure effective communication between front and back office to increase clinic flow, regulate patient load for providers, and ensure that exam rooms are being utilized to full capacity.
• Screens patients for appropriateness of clinic visits and coordinates case information; helps ensure triage protocols are being followed.
• Works collaboratively with nursing staff to minimize wait times for patients, particularly for those with urgent needs.
• Supports teams for quick starts.
• Serves as a backup to the Lead MA/Back Office Supervisor for administrative duties as needed.
• Supports medical assistants with QIP measures.
• Maintains patient confidentiality in accordance with CommuniCare+OLE’s policy and HIPAA guidelines.
• Assists Clinic Manager with medical visits, patient interviews, and all other aspects of patient care as required. May be asked to call patients to schedule appointments.
• Helps clean and stocks patient care areas and workstations.
• Attends monthly update meetings, in‐services and trainings.
• Assists with inventory, ordering and stocking medical supplies, when necessary.
• Assists with other duties as assigned, including serving as a Medical Assistant, according to expectations set forth in the current job description.
• Support remote healthcare providers by coordinating the referral of patients to the health center for point‐of‑care testing and subsequently communicating the test results back to the providers
• Provide support with routine monitoring of oxygen tank levels weekly.
• Primary contact for handling backline calls and supporting with newborn registration and scheduling (as directed by region needs).
• Performs other duties as assigned.