Primary Care Administrative Coordinator

RPMGlobal; Beaverton (OR); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

401k with employer contributions

Comprehensive medical, dental, and vision insurance

Paid Wellness day per year

Job summary

A leading healthcare provider in Beaverton is seeking a Primary Care Administrative Coordinator to provide vital administrative support to the primary care team. Responsibilities include managing appointments, processing paperwork, and ensuring smooth communication for efficient clinic operations. The ideal candidate will possess strong organizational skills and have prior experience in healthcare environments. A commitment to confidentiality and a welcoming demeanor is essential. Join us to contribute to our dedicated mission in patient care and community well-being.

Qualifications

• Minimum 6 months of experience in a medical office or healthcare administration.
• Experience with scheduling and referrals preferred.
• Strong organizational and multitasking skills.

Responsibilities

• Prepare and process clinical paperwork and referrals.
• Schedule patient appointments and manage calls.
• Maintain documentation within the EHR and ensure confidentiality.

Skills

Organizational skills

Multitasking

Communication skills

Attention to detail

Education

High school diploma or equivalent

Tools

Electronic Health Record (EHR)

Job description

At The Portland Clinic our mission is to be a trusted community collaborating to improve the health and well‑being of those we serve. Join our team and let us work together to offer a welcoming, inclusive environment for our patients and the communities we serve.

JOB TITLE: Primary Care Administrative Coordinator

SUPERVISOR: Clinic Nurse Supervisor

HOURS PER WEEK: 40/Non‑Exempt (Monday‑Friday 8:00am‑5:00pm)

DEPARTMENT: Nursing Services

HIRING BONUS: $1,000 after 90 days

The following information is designed to outline the essential functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

PRIMARY FUNCTION

The Primary Care Admin Coordinator provides essential administrative and operational support to the primary care team. This role serves as a central hub for clinical support workflows, ensuring timely completion of paperwork, faxing, prior authorizations, referral inquiries, scheduling, and communication. By managing key administrative and patient access functions, this position enables the clinical staff to focus on direct patient care. This is a highly engaged, detail‑oriented role that contributes directly to clinic efficiency, patient satisfaction, and provider productivity.

DUTIES AND RESPONSIBILITIES (ESSENTIAL FUNCTIONS)

• Prepare, process, and complete clinical and administrative paperwork, including forms, prior authorizations, referrals, and external documentation.
• Fax, scan, upload, and distribute patient and provider documents.
• Track and follow up on outstanding forms, referrals, and authorizations.
• Communicate authorization status to providers, staff, and patients.
• Manage incoming calls by identifying caller needs and resolving or directing them to the appropriate clinical or administrative staff in a timely manner.
• Resolve referral and authorization delays and discrepancies.
• Assist with patient check‑out processes.
• Schedule patient appointments.
• Support providers with patient flow and visit completion.
• Manage voicemail and assigned work queues.
• Communicate routine information to patients.
• Serve as a liaison between front desk, clinical staff, and providers.
• Monitor clinic flow and proactively report operational bottlenecks to Branch Manager and Nursing Supervisor.
• Support daily huddles.
• Assist leadership with workflow improvement initiatives.
• Maintain strict confidentiality in accordance with HIPAA regulations.
• Follow organizational policies and procedures.
• Ensure accurate documentation within the electronic health record (EHR).
• Work in a cooperative manner with management/supervision, coworkers, customers and vendors.
• Abide by company policies.
• Maintain regular, in‑person work attendance and punctuality, as scheduled.
• Other duties as assigned.

REQUIREMENTS

• High school diploma or equivalent
• Minimum 6 months of experience in a medical office, healthcare administration, or related setting
• Experience with scheduling, referrals, and insurance processes preferred
• Strong organizational and multitasking skills
• Exceptional attention to detail
• Strong communication and interpersonal skills

PREFERENCES

• Previous EHR experience
• Experience in primary care or multispecialty clinic settings
• Familiarity with insurance verification and prior authorization workflows
• Understanding of medical terminology
• Experience working in fast‑paced outpatient environments
• Able to respond quickly and accurately
• Dependable
• Be a team player with strong interpersonal skills
• Possess the ability to prioritize workload and assignments

COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/week)

• 401k plan with employer contributions up to 5% annually
• Roth IRA
• Comprehensive Medical, Dental and Vision insurance
• Flexible Spending Account
• Health Savings Account
• Company provided $10K Group Life/AD&D insurance
• Voluntary benefits: Life/AD&D, Dependent Life/AD&D, Short‑Term Disability, Critical Illness, Accident, and Hospital Indemnity
• Norton Identity Theft Protection (optional)
• Pet Insurance (optional)
• 4.92 hours of PTO accrual per pay period (PTO accrual is prorated based upon FTE)
• One paid Wellness day per year
• Seven paid holidays, and 1 partially paid holiday (mid‑day closure)
• Employee Assistant Program