Clinical Coordinator

Orthopaedic Specialists of Austin; Portland (ME); On-site; USD 42,000 - 68,000; Full time

Job summary

Orthopaedic Specialists of Austin in Maine is seeking a Clinical Coordinator to support the Clinic Manager, physicians, APPs, and surgical schedulers in delivering high-quality patient care. This role blends clinical and administrative duties to ensure smooth clinic operations.

You will coordinate daily operations, manage patient communications, document care in the EHR, and assist with pre-operative testing and authorizations. HIPAA compliance and teamwork are essential to success.

Responsibilities

• Coordinate daily clinic operations with Clinic Manager, Physicians, APPs and scheduling staff
• Serve as a resource to staff for solving clinical problems
• Document therapeutic procedures, wound care, allergies, and medication dosages
• Ensure accurate and timely charting of patient care services in the EHR
• Facilitate pre-operative diagnostic tests and follow-up appointments with physician guidance
• Input orders for labs, MRIs, and other needs as directed
• Manage patient communications via portal, phone, and email
• Coordinate with pre-authorization team to obtain necessary approvals
• Greet patients professionally and maintain organizational values
• Maintain medication records and transcribe pharmacy orders as requested
• Facilitate patient education visits as requested
• Collaborate with surgical scheduler to coordinate pre-operative tasks
• Cover for Clinical Assistants as needed
• Review test results with patients upon physician request
• Keep up to date with HIPAA guidelines

Job description

Under the supervision of the Clinic Manager, in collaboration with Physician, APPs and surgery schedulers, the Clinical Coordinator is responsible for performing a variety of duties in both the clinical and administrative areas focusing on the delivery of quality patient care.

Essential Functions

• Works closely with the Clinic Manager, Physicians, APPs, and clinic team to coordinate the daily operations of the clinic.
• Serves as a resource to staff for solving clinical problems.
• Documents therapeutic procedures, dressing changes, wound management, allergies, and medication dosages.
• Ensure clinical team accurately and timely documents patient care services by charting in the patient record.
• Ensures H&P and other required documentation is completed by the Physicians and APPs.
• Acts as a liaison between physicians and post-operative patients, facilitating questions regarding wound care, pain management and follow-up appointments.
• Responsible for pre-appointment chart checks, ensuring all required historical records and imaging are present and ready for the physician, as well as diagnostic tests with physician guidance and scope of practice.
• Prepare charts for office visits and reviews for completeness.
• Greets all patients and families in a polite, prompt, and helpful manner, in person and via phone while maintaining professional behavior and adherence to organizational values.
• Input orders for labs, MRIs and other needs as ordered by the physician or APP.
• Records patient services in the EHR.
• Works closely with the pre-authorization team and revenue cycle to ensure the required documentation is completed timely by providers and others.
• Schedules appointments and obtain prior authorizations as required.
• Manages incoming patient portal messages, phone calls and other communication with patients, consulting with the physician and communicating back to the patient per protocol.
• Prioritizes communication and requests from Ortho Access for level of urgency and immediate appointment needs with physician consultation and guidance.
• Collaborates with surgical scheduler to coordinate pre-operative diagnostic tests, medical consults, etc.; gathering information to ensure pre-operative patients facilitating questions regarding wound care, pain management, and follow-up appointments.
• Covers for Clinical Assistants in clinic as necessary. Has ability to effectively perform essential job functions for each role.
• Reviews test results with patients at the physician’s request.
• Responsible for communicating with surgical patients 1-2 days after surgical discharge to perform a surgical checkup and schedule any necessary follow up appointments.
• Maintains medication records and transcribes pharmacy orders as requested by the physician.
• Facilitates patient education visits as requested by the provider.

Primary Responsibilities

• Problem solves scheduling issues through concise communication.
• Assists with daily processing of office correspondence and appropriate distribution.
• Manage all forms of patient communication.
• Processes patient FMLA and other disability forms
• Monitors department voicemail.
• Follow up with no-show patients.
• Retrieves required medical records, procedure notes, operative notes, etc., and scans any documents required to be uploaded in patient charts.
• Keeps abreast of current issues involving patient care or practice issues by attending and participating in department, team, and practice meetings.
• Attend meetings, as assigned, and participate in educational activities to keep skills up to date.
• Works on special projects, as requested.
• Demonstrates professionalism at all times.
• Displays cooperative behavior and interacts positively and effectively with others to promote a team environment.
• Performs other duties necessary to maintain the overall efficiency and continuity of the clinic.
• Is proactive in identifying, reporting, and participating in the resolution of any potential or actual patient safety issues.
• Adheres to organization, federal, and local HIPAA guidelines and policies and procedures, as required by law.