Clinic Flow Coordinator – North Napa

OLE Health; Napa, Northern (CA, KY); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical, Dental, Vision Coverage

PTO 18 days

10 Holidays + 1 Float Holiday

403(b) retirement plan with employer 2

Tuition Reimbursement up to $2,000/yr

Life & Accidental Insurance

HSA employer contribution

Job summary

CommuniCare+OLE seeks a Clinic Flow Coordinator to optimize primary care clinic back-office operations and improve patient flow. You will coordinate communication among providers, staff, and patients while multitasking in a fast-paced environment.

You will collaborate with managers and medical staff to fill appointment slots, manage the stand-by list, and ensure triage protocols are followed. Strong bilingual skills and MA background are essential.

Qualifications

• Education: MA certification required; Phlebotomy certification preferred.
• Experience: Two years as an MA in outpatient settings preferred.
• Skills: CPR certification required; strong multitasking in a fast-paced clinic.

Responsibilities

• Coordinate clinic flow in back office and manage cancelled/no-show appointments.
• Optimize stand-by lists and manage multiple staff schedules.
• Collaborate with Clinic Manager, Medical Director, and Back Office Supervisor.
• Ensure front/back office communication to maximize exam room utilization.
• Screen patients for visit necessity and coordinate case information.
• Support nursing staff to minimize patient wait times for urgent needs.
• Assist with quickstarts and provide administrative backup as needed.
• Support QIP measures and maintain patient confidentiality per HIPAA.

Skills

Bilingual EN/ES

Bilingual Dari

Bilingual Punjabi

Bilingual Vietnamese

EHR system

Scheduling software

Education

Medical Assistant Certification

Phlebotomy Certification

Tools

EHR system

Scheduling software

Job description

SUPERVISORY RESPONSIBILITIES(does this position have direct reports): YES NO

AboutCommuniCare+OLEEstablished in 2023,CommuniCare+OLEis the result of a union of two health centers with adeep rootsin 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 andCommuniCareHealth Centers of Yolo County. Building on a legacy established by both organizations in 1972,CommuniCare+OLEis a network offederally-qualifiedhealth 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 enrollmentassistanceto 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, homevisiting, and community and school-based programs.
BENEFITSMedical, Dental, Vision CoverageEmployer covers 90% of employee medical, dental and vision premium and 50% of dependent premium18days ofPTO (Vacation & Sick)10 Paid Holidays + 1 Float Holiday2% employer match with employee 4% Contribution 403(b) retirement planTuition Reimbursement of up to $2,000 per Calendar Year for part-time and full-time employees (prorated per Full-Time Equivalent)Life & Accidental Insurance CoverageEmployer contribution for Health Savings Account

JOB SUMMARY/OVERVIEW:The Clinic Flow Coordinator works underthesupervisionof theBack Office Supervisorand collaborates with theHealth Center Managertooptimizethe flow of activities in the Primary Care clinic back office. Their role involvesfacilitatingcommunication among providers, staff, and patients. The ability to multitask and manage competing priorities is essential for success in this position

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

CommuniCare+OLEencourages 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, andindividuals 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 berequested).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 certificationpreferred.

Experience/Lived Experience: Two years working as an M.A. in an outpatient setting.Experience working in a health clinic ordemonstratedcommitment tolow incomepopulations strongly preferred.

Special Skills/Training: CPR certificationrequired.Ability to work in a fast-paced environment.Bilingual in English/Spanish/Dari/Punjabi/Vietnamese strongly preferred.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

1. Knowledge of Federally Qualified Health Centers and the key health center principles and guidelines

2. Knowledge of computer systems;electronic health record system,spreadsheets,andschedulingguidelines

3. Responsible for overall coordination of clinic flow in the back office including management of cancelled appointments and no-show appointments

4. Maximizesschedulesbymanaging and working with various schedules and effectively overseeing and directing the stand-by list.

5. Works collaboratively with the Clinic Manager, Medical Director, Access Supervisor, Lead MedicalAssistantand/or Back Office Supervisor to ensure that appointment slots are filled.

6. Helps ensure effective communication between front and back office to increase clinic flow, regulate patient load for providers, and ensure that exam rooms are beingutilizedto full capacity.

7. Screens patients for appropriateness of clinic visits and coordinates case information; helps ensure triage protocols are being followed.

8. Works collaboratively with nursing staff to minimize wait times for patients, particularly for those with urgent needs.

9. Supports teams for quickstarts.

10. Serves as a backup to the Lead MA/Back Office Supervisor for administrative duties as needed.

11. Supports medical assistants with QIP measures.

12. Maintains patient confidentiality in accordance withCommuniCare+OLE’spolicy and HIPAA guidelines.

13 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.

14. Helps clean andstockspatient care areas and workstations.

15. Attends monthly update meetings,in-servicesand trainings.

16. Assists with inventory,orderingand stocking medicalsupplies,when necessary.

17. Assistswith other duties as assigned, including serving as a Medical Assistant, according to expectationsset forth inthe current job description.

18. Support remote healthcare providers by coordinating the referral of patients to the health center for point-of-care testing and subsequentlycommunicating the test results back to the providers

19. Provide support with routine monitoring of oxygen tank levelsweekly.

20. Primary contact for handling backline calls andsupporting withnewborn registration and scheduling (as directed by region needs).