Clinic Coordinator, Primary Care

University of Maryland Medical System•Jarrettsville, MD

23h

About The Position

The Clinic Coordinator supports daily clinical operations across ambulatory practices by ensuring appropriate staffing, adherence to standard work, and consistent communication among staff, providers, and management. The role requires strong organizational, communication, and problem-solving skills, with the ability to step in and perform frontline duties as needed. The coordinator oversees staffing and daily operations, maintains and reinforces Medical Secretary and Medical Assistant standard work, supports staff onboarding and training, conducts audits and compliance reviews, and participates in staff and provider communication. The role also manages reporting and dashboards, coordinates supplies and equipment needs, contributes to recruitment and performance feedback, and supports patient-care workflows such as TCM scheduling, prior authorizations, and pre-visit planning. Clinic Coordinators collaborate with Office Managers to create coverage schedules for all offices. Schedules may vary based on provider schedules, staffing needs, and patient volumes. The coordinator is expected to promote standard work, communicate promptly, coach and role-model consistent workflows, and support office efficiency, patient experience, and compliance with organizational policies.

Requirements

At least 5 years of Medical Assistant experience.
Critical thinking and sound judgment when prioritizing patient needs or recognizing when to escalate a concern.
Problem-solving skills to resolve scheduling issues or care-coordination barriers.
Attention to detail in charting, medication lists, referrals, and follow-up instructions.
Prioritization and time-management skills 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 skills when addressing concerns.
Teamwork and collaboration with providers, colleagues, nurses, and administrative staff.
Initiative and accountability in following tasks through to completion.
Confidentiality and professionalism when handling sensitive information.

Nice To Haves

Experience with Epic EMR.
Experience in a primary care or outpatient clinic setting.

Responsibilities

Ensure offices are appropriately staffed each day based on provider presence, using the stated staffing ratios of one Medical Assistant per provider and one Medical Secretary per two to three providers.
Manage daily staff call-outs by redeploying staff, collaborating with other coordinators, or covering duties directly as needed.
Distribute daily huddle messages to staff, the Manager, and the RN Clinical Coordinator.
Maintain standard-work binders and ensure adherence to Medical Secretary workflows, including check-in/out, scheduling, pre-registration, phones, no-show processes, templates, and end-of-day tasks.
Maintain standard-work binders and ensure adherence to Medical Assistant workflows, including patient rooming, clinical skills, prescription and message algorithms, prior authorizations, scanning, pre-visit planning, TCMs, point-of-care testing, and scheduling.
Assist with training new office staff, ensure onboarding forms are completed and submitted to the Manager at the end of training, and provide real-time coaching and feedback.
Conduct monthly audits of two encounters per Medical Assistant.
Review CRISP TCMs, scanning, prescription and message algorithms, and prior authorizations.
Ensure quality assurance and controls are performed and logged for point-of-care devices and machines; support Medical Assistants and educate them about defects.
Run the KPI-DAR Review Report in Epic weekly and submit reports to the Manager monthly.
Address deficiencies through documented retraining or corrective action.
Lead or participate in daily staff and provider huddles, address day-to-day concerns, and review them with the Manager.
Monitor Epic in-basket pools for front-desk and MA/Nurse/Clinical Support throughout the day to support timely management and adherence to standard work.
Attend staff and provider meetings, Epic Super-User meetings, and Pediatric UDC meetings when applicable; attend weekly meetings with the Office Manager and other meetings as assigned.
Distribute monthly appointment data, MIPS, and open-encounter reports.
Update LENS dashboards and huddle boards.
Ensure timely ordering of supplies in accordance with budget and par levels.
Confirm proper vaccine and equipment storage and point-of-care quality assurance controls.
Participate in staff interviews and provide monthly staff performance input to the Manager.
Support TCM scheduling, prior authorizations, and pre-visit planning as needed.
Manage Envera complaints and log valid complaints in the Envera system.
Manage staff and patient complaints and escalate issues to the Manager as needed.
Manage Epic pools and ensure visiting staff sign out.
Cover frontline staff roles when short-staffed and perform other duties as assigned.
Promote daily adherence to standard work, timely communication, workflow consistency, office efficiency, patient experience, and compliance with organizational policies.