Primary Care Administrative Coordinator

Primary Care Administrative Coordinator

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.

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

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.
• Abiding 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/wk):

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