Clinic Coordinator, Primary Care

Job Requirements

Clinic Coordinator – Standard Work & Job Description

Role Summary

The Clinic Coordinator supports daily clinical operations across ambulatory practices by ensuring appropriate staffing, adherence to standard work, and consistent communication between staff, providers, and management. This role requires strong organizational, communication, and problem-solving skills, with the ability to step in and perform frontline duties as needed.

Key Responsibilities

• Staffing & Daily Operations
• Ensure offices are appropriately staffed each day based on provider presence (1 MA per provider, 1 Med Sec per 2–3 providers).
• Manage daily call-outs: redeploy staff, collaborate with other coordinators, or cover duties directly if needed.
• Distribute daily huddle messages to staff, Manager, and RN Clinical Coordinator.
• Standard Work Oversight

Maintain binders and ensure adherence for

• Medical Secretary: Check-in/out, scheduling, pre-registration, phones, no-show process, templates, EOD tasks.
• Medical Assistant: Rooming patients, clinical skills, prescription/message algorithms, prior authorizations, scanning, pre-visit planning, TCMs, POC testing, scheduling.
• Onboarding & Training
• Assist in training new office staff, as appropriate
• Ensure completion of onboarding form; submit to Manager at end of training.
• Provide real-time coaching and feedback.
• Auditing & Compliance
• Conduct monthly audits (2 encounters per MA).
• Review CRISP TCMs, scanning, prescription and message algorithms, prior authorizations.

•Ensure QA/Controls are being performed on all POC devices/machines and logged appropriately. Support MAs as needed and educate areas of defects.

•Run the KPI- DAR Review Report in Epic weekly.

• Submit reports to Manager monthly. Address deficiencies via documented retraining or corrective action.
• Communication & Meetings
• Lead/participate in daily staff huddles & provider huddles. addressing any day-to-day concerns and review with the manager.
• Monitor Epic in-basket pools for front-desk & MA/Nurse/Clinical Support throughout the day to ensure timely management and standard work is being followed.
• Attend staff/provider meetings, Epic Super-User, and Pediatric UDC meetings (if applicable).
• Weekly meetings with Office Manager.
• Other meetings as assigned
• Data & Reporting
• Distribute monthly reports: appointment data, MIPS, open encounters.
• Update LENS dashboards and huddle boards.
• Supplies & Equipment
• Ensure timely ordering of supplies (per budget and par levels).
• Confirm proper vaccine/equipment storage and POC QA controls.
• Recruitment & Performance Input
• Participate in staff interviews.
• Provide monthly staff performance input to Manager.
• Other Duties
• Support TCM scheduling, prior authorizations, pre-visit planning as needed.
• Manage Envera complaints, log valid ones in the Envera system.
• Manage staff/patient complaints. Escalate to manager as needed.
• EPIC pool management: Ensure visiting staff sign-out.
• Cover frontline staff roles if short-staffed.
• Other duties as assigned.

Expectations

• Promote adherence to standard work daily.
• Ensure timely communication with staff, providers, and managers.
• Clinic Coordinators collaborate with Office Managers to create coverage schedules for all offices. Variations may occur based on provider schedules, staffing needs, and patient volumes.
• Step in as a frontline resource when needed.
• Serve as a coach and role model for workflow consistency.
• Support office efficiency, patient experience, and compliance with organizational policies.

Work Experience

Required Skills and Experience

• At least 5+ years of Medical Assistant Experience.
• Experience with EPIC EMR and in a primary care or outpatient clinic setting preferred.
• Critical thinking and sound judgment when prioritizing patient needs or recognizing when to escalate a concern
• Problem-solving to resolve scheduling issues or care-coordination barriers
• Attention to detail in charting, medication lists, referrals, and follow-up instructions
• Prioritization and time management in a fast-paced clinic
• Adaptability when schedules, patient needs, or clinic workflows change
• Empathy and cultural sensitivity when working with patients from diverse backgrounds
• De-escalation and conflict resolution when addressing concerns
• Teamwork and collaboration with providers, other colleagues, nurses, and administrative staff
• Initiative and accountability in following tasks through to completion
• Confidentiality and professionalism when handling sensitive information