Clinic Site Coordinator
Clinic Site Coordinator
Posted on :
12-04-2025
Employer Active
1 Vacancy
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Job Description
At White House Clinics we do health care differently. Our multidisciplinary care teams incorporate the expertise of medical dental behavioral health pharmacy and care navigation professionals to provide patients with comprehensive care designed to help them achieve their health goals. While our work is fastpaced our teams enjoy being able to work collaboratively to support patients.
White House Clinics employees enjoy a competitive wage and robust benefit package including:
- Employer Paid Health Life & Disability Insurance
- 4 Weeks of PTO
- Retirement Plan with up to 4 Employer Match
- 8 Paid Holidays
At White House Clinics we believe in providing our employees with opportunity forboth personal and professional growth in a challenging and rewarding work environment. We recognize the contributions that each person makes to the team and value each persons input as we work to deliver outstanding patient care. Join us today!
PRIMARY FUNCTION
The Site Coordinator serves as an intermediary between clinic sites for Richmond and Irvine and organizational administration to support mission and goal achievement organizational quality and patientcentered care activities and to enhance the overall experience for patients and staff. Site Coordinators will ensure that health center clients are afforded a superior patient experience in all interactions and will motivate care teams to promote a culture of service excellence. The Site Coordinator will be responsible for the physical appearance and functionality of their assigned clinic locations to ensure a welcoming professional and functional space for patients staff and visitors at all times.
PRINCIPLE DUTIES
- Work collectively with the Service Line Managers Clinical Directors Operations Directors and Senior Leadership teams to oversee daily clinic operations in assigned clinic locations.
- Facilitate communication across departments to ensure optimal patient care and efficient workflow.
- Complete daily clinic vital sign statistics and distribute to clinic and management staff.
- Monitor departmental operations to ensure adherence to clinic policy and procedure and inform appropriate supervisors when staff deviate from standard protocols.
- Serve as the onsite support for IT senior leadership and department managers to troubleshoot concerns and to facilitate and hasten solutions for clinic issues.
- Monitor operational clinic data and reports variance from expected norms to departmental managers. Collaborate with departmental manager to implement change efforts for improvements.
- Act as onsite administrative support to identify issues requiring attention including but not limited to dress code infractions frequency of tardies and absences adherence to mandatory rest periods.
- Provide in the moment coaching when applicable or advised by the supervisor and escalates ongoing concerns to the supervising manager for disciplinary action.
- Monitors daily staffing across departments and coordinates coverage needs with supervising manager and/or other site coordinators to ensure ample patient access.
- Manages provider schedule books and is responsible for blocking unexpected changes to the templates.
- Coordinates with managers and team leaders to adjust daily staffing levels and coordinate cross clinic coverage. Ensures covering staff are welcomed at the clinic and have all necessary items to work effectively.
- Completes documentation of provider payroll for designated providers each pay period.
- Collaborates with supervising managers to ensure staff are prepared and capable of delivering exceptional care to patients.
- Ensures all mandatory trainings are completed timely; follows up with individual employees to assist in training completion.
- Identifies opportunities for training education protocol clarification etc. and provides detail to the supervising manager as needed.
- Ensures appropriate emergency codes are followed and provides detailed reports to CEO or next highestranking member of administration available as outlined in the Emergency Operations Plan.
- Monitors team member interactions with patients and visitors to ensure a high level of customer service and intervenes when necessary to repair service failures.
- Serves as the clinic Patient Advocate to handle upset patients in the moment documents and provides follow up to concerns investigates complaints and provides feedback to managers/directors and the patient.
- Works to boost staff morale and coordinates the navigation of interpersonal issues and assists supervising managers in the mediation and resolution of issues.
- Utilizes lean principles to oversee clinic ordering and ensures appropriate stock levels are maintained.
- Confirms departmental orders are for approved items align with stock supply quantities and are completed timely.
- Completes routine audits of stock areas to ensure stocked areas are well maintained and that lean supply ordering practices are followed.
- Serves as the inclinic contact for external vendors visitors and community partners.
- Oversees clinic deliveries interoffice packages and daily mail and ensures items reach appropriate destinations.
- Acts as the point person for external vendors and pharmaceutical representatives and coordinates activities provided by external vendors.
- Serves as a Community Liaison for designated communities and serves as a White House Clinics representative in local chamber of commerce designated community groups community activities/events etc. to build presence in those communities.
- Oversees overall facility to ensure function and appearance remain at organizational standard.
- Ensures facility issues are reported timely and receive a timely and appropriate level of attention.Maintains a running list of clinic maintenance concerns and coordinates the work onsite with Facilities team.
- Monitors all clinic spaces to ensure patient facing areas are well maintained clutter free and that staff personal items are kept to a minimum.Maintains clinic signage removes old signs rotates in new signage identifies areas where signage needs to be updated or changed.
- Assists with other duties or in other departments as instructed by the supervisor.
JOB REQUIREMENTS
Minimum Education:Completion of high school diploma or GED. Bachelors Degree in human resources health administration or related field preferred.
Minimum Work Experience:3 to 5 years of experience at a healthcare facility preferably community health center or primary care clinic.
Qualifications
Successful applicants will be mature and well organized with a pleasant personality and speaking voice. Candidates should demonstrate a passion for clinical excellence and knowledge of clinical office procedures and patient flow in a primary care setting. The ability to work under pressure and react effectively to emergency situations is essential to a candidates success in this role. Above average computer skills including experience troubleshooting technological issues is preferred. Position requires excellent verbal and written communication skills to a variety of audiences as well as an ability to exercise empathy when working with patients and their families. Successful candidates should have meticulous attention to detail with the ability to multitask and problem solve effectively. Preference will be given to candidates with previous medical office experience and who can demonstrate an understanding of standard clinical procedures laws and regulations.
ACCOUNTABILITY
Reports to the Director of Patient Experience. Responsible for consulting with departmental supervising managers and keeping informed of office activities needs and problems related to patient care.
TYPICAL PHYSICAL DEMANDS
Requires sitting bending stooping and stretching. Requires eyehand coordination and manual dexterity sufficient to operate keyboard photocopier telephone calculator and other office equipment as necessary. Requires normal range of hearing and eyesight to record prepare and communicate appropriate reports. Requires lifting papers or boxes up to 50 pounds occasionally.
TYPICAL WORKING CONDITIONS
Work is performed in an office environment. Involves frequent contact with staff and the public. Contact may involve dealing with angry or upset people. Occasional evening or weekend work. Work may be stressful at times. As a clinical employee exposure to any contagion is possible knowledge and use of PPE is required as standard precaution.
SALARY
Starting at $40000 annually.
WORK HOURS
40 hours per week (exempt from wage and hour laws; irregular schedule)
All qualified applicants will receive consideration for employment without regard to race religion color national origin sex sexual orientation gender identity age or disability.The above information is intended to describe the most important aspects of the job. It is not intended to be construed as an exhaustive list of all responsibilities duties and skills required in order to perform the work. The health center reserves the right to revise or change job duties and responsibilities as the business need arises. Additionally this job description is not intended as an employment contract implied or otherwise and the Center continues to maintain its status as an atwill employer.
Required Experience:
IC
Employment Type
Full Time
Key Skills
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