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Coordinator, Medical Clinic (Ryan White)

Department: Community Health & Research Center
Location: Sterling Hgts, MI

Job Title:        Coordinator,  Medical Clinic

Employment Status:             Regular Full-Time

Job Summary: Under limited supervision, is responsible for managing the daily clinical activities of the CHRC Ryan White Medical Clinic. Leads defined work &/or projects of moderate scope and complexity. Provides oversight of staff, evaluates the programs overall effectiveness to ensure its consistency with the agency’s purpose, approach, policies and procedures. Uses specialized knowledge in office administration and skills obtained through experience, specialized training or certification to coordinate &/or perform a full range of administrative duties in support of the assigned functional unit. Must maintain a high level of confidentiality and responsible for the training and compliance of the HIPAA laws.


Essential Duties and Responsibilities:

  • Supervises staff (plans, assigns, monitors and manages the work of others) and oversee daily office operation of the medical clinic.

  • Coach and mentor subordinates.

  • Engages in the review and approve time worked and requests for time off.

  • Conducts performance and evaluate results achieved by subordinates. May ensure that performance is constantly meeting expectations and standards.

  • May perform functions of a direct report in their absence or as needed.

  • Support the development and implementation of primary care.

  • Utilize quality improvement initiatives to assist teams in improving patient outcomes and achieving health goals over time.

  • Supervision of patient scheduling, registration, financial counseling, medical records, billing and collection, data entry and processing and cash posting.

  • Ensures program goals are met in accordance with funding requirements. Monitor and evaluate daily work flow and implement a process of continuous improvement.

  • Advocates on behalf of client when providing necessary referrals and contacts with other departments/agencies/companies.

  • Works with senior management to develop, implement and monitor effective programs.

  • Manages the overall operations of the assigned functional area(s) to ensure that services and quality standards are maintained.

  • Monitor the health needs of the agency’s target populations and adapt operations as necessary.

  • Assure smooth operations and communication between Intake, Billing, Referrals, ACCESS, and clinic operations.

  • Complete all necessary reports in a timely fashion as required by funding sources and/or monitor and review reporting done by direct reports.

  • Generates daily, weekly and monthly reports regarding clinic performance.

  • Monitor budget.

  • Participates in grant proposal submission.

  • Interprets, applies and recommends changes to policies and procedures of assigned functional unit.

  • Attend and participate in all meetings (including management meetings) related to assigned functional unit and/or projects. May include attending community-based meetings and maintaining community relationships. Examples include SEMHAC the Ryan White Part A advisory board.

  • Researches and locates available help outlets based on identified needs of the client. May include both in-house and external referrals. Advocates on behalf of client when providing necessary contacts with other agencies/companies. Working with the clinician, case manager and patient navigator to assure all needs are met and appropriate referrals are made.

  • Ensures that licensing and credentialing standards are met and maintained.

  • Develop policies and procedures in conjunction with staff and providers that are based on federal, state and county guidelines.

  • Must participate in all audits.

  • Shall follow the Ryan White Part A & B requirements and CARF standards applicable to the services you provide.

  • Participate in Ryan White networking and quality improvement meetings.

  • Performs other duties and responsibilities as assigned.


    Knowledge, Skills, and Abilities:

    Knowledge of:

  • Intermediate to advanced concepts, principles and practices of office management.

  • Community resources including social services agencies and crisis intervention providers.

  • Processes, rules and regulations of various services and funding agencies surrounding the eligibility and maintenance of the services being received.


    Skill in:

  • Operating standard office equipments and using required software applications, including Microsoft Office.


    Ability to:

    • Promote excellent customer service.

    • Develop, implement and maintain office policies and procedures.

    • Partner with other functional areas to accomplish objectives.

      • Facilitate meetings, ensuring that all viewpoints, ideas and problems are addressed.

      • Interpret and apply policies and identify and recommend changes as appropriate.

      • Organize and prioritize multiple tasks and meet deadlines.

      • Communicate effectively, both orally and in writing.

        • Establish and maintain effective working relationships at all levels of the organization and within the communities served.

        • Speak and write in English. Ability to interpret, speak and write in Arabic, Spanish or other native language of the predominant service population a plus.

        • Maintain confidentiality of agency; protect patient confidentiality per policies and procedures.


          Educational/Previous Experience Requirements:

        • Minimum Degree Required:
        • Bachelor’s Degree in Health Administration, Business Administration or related field.
        • ~and~

        • At least 2 to 3 years of management experience is a must. Any equivalent combination of experience, education, and/or training approved by Human Resources.



        • Licenses/Certifications Required at Date of Hire:

          • None


            Working Conditions:


            Hours: Normal business hours. Some additional hours may be required.


            Travel Required: local travel may be required


            Working Environment: Climate controlled office environment.

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