Clinical Care Coordinator

Job Description

Job Description

Salary: $30-$38/hour

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Clinical Care Coordinator works under the supervision of the Director, Clinical Research Operations and serves as the primary administrative and operational support lead for the clinical care facility. This position functions as an onsite office manager, overseeing daytoday clinic operations, supporting clinical workflows, and ensuring efficient coordination among staff, patients, and providers.

The incumbent will also serve as the pointofcontact and administrator for the digital healthcare records platform, eClinicalWorks (eCW), and will provide dottedline supervisory support to Medical Assistants and Reception staff.

This is a temporary, part time position scheduled to work no more than 25 hours per week. Employees in this position are not eligible for employer-sponsored benefits, except as required by applicable federal, state, or local law, or as otherwise provided under applicable benefit plans.

This position will fulfill the following specific functions:

Operational & Administrative Coordination

• Oversee daytoday clinic operations to ensure smooth workflow, timely patient movement, and efficient use of clinical resources.
• Serve as primary administrator and troubleshooting lead for eClinicalWorks, including user support, issue escalation, workflow optimization, and coordination with IT or vendor support.
• Maintain and update clinic operational procedures, workflows, and communication systems.
• Monitor daily schedules, staffing needs, and room utilization to ensure efficient clinic functioning.
• Support onboarding, training, and orientation of new clinical support staff.
• Maintain a clean, organized, and professional clinic environment, ensuring readiness of patient care and administrative areas.
• Establish and maintain strong relationships with SDRI providers and research staff.
• Ensure regular and effective communication with all providers and schedule and attend required meetings.
• Participate in designated standard operating procedure (SOP) and other relevant training.
• Assist in maintaining the safety and integrity of all facility equipment and technological use of office, laboratory, and patient care equipment.
• Assist in maintaining and providing documentation as required for facility quality assurance.
• Maintain logs for facility equipment to ensure compliant calibrated research and clinical equipment.
• Ensure all patient-facing equipment and materials are clean and safe for use.
• Minor janitorial and housekeeping duties may be required.
• Develop and maintain credible relationships with patients, study participants, and staff.
• Follow established policies, procedures, and objectives, quality improvement objectives, and safety, environmental and infection control standards.
• Ensure waiting areas, restrooms, patient rooms, and stockrooms are clean and ready for use.
• Order medical and office supplies as necessary.

• Other duties as assigned.

Supervisory & Staff Support Responsibilities

• Provide dottedline supervisory oversight to Medical Assistants and Receptionists, supporting daily task prioritization, workflow management, and adherence to clinic standards.
• Assist in monitoring staff performance, identifying training needs, and reinforcing compliance with clinical, administrative, and research protocols.
• Provide ongoing guidance to ensure compliance with clinical and research standards.
• Train and mentor Medical Assistant I in clinic procedures, documentation standards, and patient care protocols.
• Serve as a communication bridge between clinical staff, research staff, and leadership to ensure alignment of priorities and expectations.

Patient Care Duties

• Measure and record vital measurements (blood pressure, body temperature, respiratory rate, height, weight, waist circumference)
• Measure fingerstick blood glucose and Hemoglobin A1c
• Record all vital information in the Electronic Health Record (EHR)
• Perform external device downloads, including but not limited to insulin pumps, blood glucose monitors, and continuous glucose monitors (CGMs)
• Provide relevant vitals and device download information to clinicians prior to patient appointments
• Clean and restock patient and medication/device/equipment rooms including but not limited to replacing sterile exam paper, wiping down counters, and ensuring all necessary equipment is in the rooms

Administrative Duties

• Register and continuously update patient information in EHR
• Evaluate provider's calendars for eligibility and schedule patient appointments accordingly, ensuring appropriate staff are invited to each appointment
• Contact patients for appointment reminders
• Verify patients' insurance eligibility as appropriate
• Collect patient payments
• Provide, collect, and review patient forms, including medical history, consent to bill insurance/self-pay with current rates, HIPAA privacy statement, and release of medical records forms
• Follow provider's post-visit instructions, including lab forms, prescription processing forms, and scheduling follow-up appointments
• Follow-up monthly with referring specialists and physicians to obtain updated records, including pregnancy scans and other relevant information as needed
• Scan all visit forms into EHR
• Process prescription renewal and insurance paperwork as appropriate
• Review provider's dictation for billing, ensure diagnosis and procedure codes are correct, and submit online claims to insurance
• Collect and track insurance explanations of benefits (EOBs)
• Check fax machine and voicemails daily
• Contact insurance for prior authorization and completing relevant paperwork
• Complete certificates of medical necessity for medical device prescriptions
• Schedule referrals for specialists or procedures as requested by provider

Front Desk & Patient Interaction Duties

• Greet patients and visitors, manage patient check in and check out, verify basic information, maintain a clean and organized front desk and waiting area, answer and route phone calls, assist patients with required forms, provide general information about appointments and clinic processes, notify clinical staff when patients arrive, handle incoming mail and deliveries, maintain daily front desk logs, and protect the confidentiality of all patient information.

Research Support Duties

• May assist research department in study recruitment and other activities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Training will be provided where necessary and specific assistance in refreshing the incumbent in those areas where appropriate. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Basic knowledge of office practice and office equipment
• Proficiency with eClinicalWorks preferred, and/or similar Electronic Health Record (EHR) system
• Basic knowledge of Microsoft Office for word processing and data entry
• Excellent oral and written communication skills
• Ability to work independently and with careful attention to detail as well as in collaboration with other staff members
• Excellent multi-tasking, prioritization, and organizational skills and ability to work under stress
• Ability to transfer and record data accurately, in the required format, and in a timely manner
• Must be able to establish rapport and communicate with individuals of diverse cultural and educational backgrounds
• Demonstrated knowledge of appropriate patient care, and continuous education per licensure and certification requirements
• Basic knowledge of the clinical research process and Good Clinical Practice (GCP)

EDUCATION AND EXPERIENCE

• High school diploma
• Associate's degree preferred
• Active California license in CNA, MA, CPT, and/or EMTB/P
• Active CPR certification
• 23 years of experience as a Medical Assistant
• Experience with EHR systems and insurance billing
• Experience with eClinicalWorks preferred

LANGUAGE SKILLS

The ability to read, write and speak Spanish and English clearly is mandatory. Spanish proficiency should be intermediate at minimum, fluency preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent is regularly required to sit, talk, hear, and climb stairs. The incumbent frequently is required to use hands to finger, handle or feel equipment, paper, or files. The incumbent is required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision.

This position requires manual dexterity, skill level and adequate vision to record data onto data sheets and adequate hearing and verbal communication skills to converse with study subjects. Standing for extended periods of time as well as light lifting is necessary.

The incumbent must be in sufficient overall health to report for work consistently and reliably and work through a standard day with appropriate breaks.

WORK ENVIRONMENT

The work environment would be generally described as an office setting with clinical facilities adjacent to the primary work area and laboratory facilities on a different floor. The ability to move within all three of these areas may be required in the execution of the employees functional activities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate and the illumination of the work area is primarily with fluorescent artificial lighting.

This position is associated with exposure to biohazardous materials and communicable disease requiring the use of universal precautions at all times as well as other conditions common to a medical clinic and research facility.

This job description is intended to describe the general requirements of the performance of the job. It is not a complete list of duties, responsibilities or requirements. Other duties not listed here may be assigned as needed.