Medical Department Coordinator (Part-time)

Esperanza Health Center; Philadelphia (Philadelphia County); On-site; USD 33,000 - 42,000; Part time

Job summary

Esperanza Health Center seeks a part-time Medical Department Coordinator to support clinicians and provide administrative help to the Medical and Quality Assurance Departments. The role includes scheduling, provider onboarding, and QA support, with 16 hours per week.

The position emphasizes advocacy for clinician wellbeing and timely communication in a religious healthcare setting. The candidate should have 1–2 years of administrative experience and be proficient in MS Word and Excel,

Qualifications

• At least 1–2 years of administrative experience preferred.
• Proficiency with MS Word and Excel required.

Responsibilities

• Assist with scheduling and provider onboarding.
• Support Quality Assurance activities and data entry.
• Coordinate monthly provider schedules and related admin tasks.
• Support clerical hub productivity tracking and note taking.
• Provide administrative support to Medical and QA Departments.
• Support HR-related tasks such as payroll data collection and PTO tracking.

Skills

Administrative experience

Tools

MS Word

Excel

Job description

POSITION SUMMARY:The part-time Medical Department Coordinator serves and advocates for clinicians and provides administrative support to the Medical and Quality Assurance Departments, assisting with scheduling, provider onboarding and Quality Assurance Support. This is a part-time position of 16 hours per week.

ESSENTIAL FUNCTIONS

Departmental Vision and Mission

• Assist with casting direction and vision for the department.
• Assist with continual department process improvement.
• Regularly participate in and lead devotions.

Medical Director and Clinician Leadership Support

• Coordinate performance reviews of first reports to Medical Director and Site Medical Directors. Gather supporting feedback for clinician evaluations from staff.
• Schedule monthly collaboration meetings between CRNPs/PA’s and their collaborating physician.
• Schedule quarterly oversight meetings between Site Medical Directors and their direct reports.
• Support projects of Medical Director, Site Medical Directors and Associate Medical Directors as needed and as available.
• Provide spiritual support, encouragement to clinician staff as needed
• Take initiative to check in with clinicians, advocate for clinician wellbeing and concerns, and work toward the resolution of any problems that arise.
• Respond to clinician communication in a timely fashion.

Scheduling and Appointment Utilization

• Support full-time Medical Department Coordinator in the creation of the monthly provider schedule, extended bin coverage and on call schedules.
• Administrate input of clinician scheduling templates into the EMR, blocking for admin time, meetings, pumping, EMR ramp-up, etc.
• Track clinician absences & blocked patient care appointments/sessions for productivity purposes.
• Check accuracy of the schedule in the EMR on a weekly basis.
• Make changes to monthly provider schedule as needed
• Create and modify EMR schedule templates as needed.

Human Resources

• Participate in clinician screening and interviewing.
• Occasionally assist with clinician recruiting at conferences, career fairs, and other events.
• Collect and record payroll data for medical department
• Track paid time off accrued balances for medical department. Work with the team and with HR to resolve discrepancies.

Quality Assurance

• Perform after-hours clinician response time page audit at least monthly.
• Perform quality checks and maintain up-to-date data in the clerical hub productivity tracking sheets
• Support the associate medical director for QA as needed, taking meeting note

Additional Responsibilities

• Assisting with giving tours and networking with outside individuals and groups, especially at K&A.
• Help to cover tasks during absences of Medical Department Administrative team members
• Other duties as assigned.

COMPETENCIES

• Self-directed and motivated.
• Exceptional organizational and interpersonal skills, with attention to detail required.
• Independent thinker and good problem-solver.
• Strong oral/written communication is required. Establishes and maintains open lines of communications with other staff.
• Ability to work collaboratively in a team and manage multiple priorities, utilize effective time management skills, and exercise sound administrative judgment.
• Ability to analyze systems and to develop creative solutions to problems.
• Demonstrated ability to work well with people of various ages, backgrounds, ethnicities, and life experiences.
• Mature, well-spoken. Maintains discretion and confidentiality in communicating with others.
• Wisdom and courage to evaluate candidates in a way that preserves Esperanza’s mission and honors and respects those who may not be good fits.
• Demonstrates Godly character and lifestyle in keeping with authority of the Bible
• Seeks to serve Christ and proclaim the gospel in word and deed.Communicates the love of Christ through interactions, not complaining or arguing, but expressing hope in Christ and His promises.

KNOWLEDGE, SKILLS, AND QUALIFICATIONS

• At least 1-2 years of administrative experience preferred.
• Experienced with MS Word and Excel.

WORKING CONDITIONS

Must be able to work in regular office environment.

Esperanza Health Center is an equal opportunity employer. As a religious organization, Esperanza Health Center exercises its rights under Title VII of the Civil Rights Act of 1964 with respect to religious preference in employment.