Clinic Coordinator - Old Town Clinic

Central City Concern is an innovative nonprofit agency providing comprehensive services to single adults and families in the Portland metro area who are impacted by homelessness, poverty and addictions. We hire people that are skilled and passionate to meet our mission to end homelessness through outcome-based strategies which support personal and community transformation.

This position provides administrative, clerical, project and office support to the management team of health services. Seamless support of the management teams ensures efficiency, quality and productivity of clinic management processes. This role will float between Old Town Clinic and Old Town Recovery Center.

Schedule: Monday - Friday, 8am-5pm

Location: Old Town Clinic (727 W Burnside St. Portland, OR 97209)

Compensation: Starting at $24.52/hr

MINIMUM QUALIFICATIONS:

• Must have GED or High School diploma.
• Must have at least two years administrative support experience in a medical or social service setting.
• Current CPR certification prior to start.
• Excellent computer skills and high proficiency in Microsoft Office Suite.
• Must be able to type 35 wpm.
• Must be able to work efficiently in a very fast paced environment.
• Must have a high tolerance for ambiguity and change.
• Ability to adhere to Central City Concern's drug-free workplace which encourages a safe, healthy and productive work environment and strictly complies with the Drug-Free Work Place Ace of 1988. An employee shall not, in the workplace, unlawfully manufacture, distribute, dispense, possess or use a controlled substance or alcohol.
• Must generally have the ability to walk, bend, stoop, kneel, squat, twist, reach, pull and lift heavy objects, and climb stairs with reasonable or no accommodation.
• Bi-lingual Spanish speaking preferred.
• Must pass a pre-employment drug screen, TB test, and background check. This includes clearance by the DHS Background Check Unit.
• Must adhere to agency's non-discrimination policies.
• Ability to effectively interact with co-workers and clients with diverse ethnic backgrounds, religious views, political affiliation, cultural backgrounds, life-styles, and sexual orientations and treat each individual with respect and dignity.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Work as a member of the Health Services multi-disciplinary team to deliver comprehensive, client centered and trauma informed integrated services.
• Actively participate in the integration of services at their assigned locations and identify new opportunities to improve collaboration between and within service lines and care teams while carefully following information-sharing guidelines.
• Proactively identify opportunities for improvement within the assigned location's workflows and logistics. Participate in review of Key Performance Indicators; review and contribute to continuous improvement opportunities and plans.
• Build understanding of and appreciation for diversity among clients and support their connection to culturally responsive and culturally specific services as requested.
• Arranges meetings and events as directed, including securing location, arranging and setting up of necessary equipment and supplies, notifying participants, creating agenda, keeping minutes, and completing other reports as directed.
• Manages conference room schedules and reservations.
• Project manage special event coordination for the center which may include staff appreciation, celebrations, CCC extravaganza and retreats.
• Assist management to fulfill grants and contracts management and reporting requirements as needed.
• Assist management to reconcile time cards, credit card approvals, payment approvals, and other daily operations.
• Completes accounts payable coding for center expenditures.
• Onboarding and De-boarding of staff. Organizes appropriate orientation schedule, trainings and equipment (e.g. phones, fobs, keys, signature stamps and etc.) for all new center employees, Residents & students. Ensures schedule matches training times. Provides overview of HRIS technology and ShoreTel.
• Works with CCC Volunteer Coordinator by orienting new volunteers to the center, providing tours and orienting to duties. Manages monthly recording and submittal of hours.
• Completes a variety of computer-based tasks related to documentation in the appropriate format. Examples include but are not limited to: typing correspondence, memos, and reports; organizational and filing systems; completing applications; data entry; registration and billing; creating charts, graphs, and reports (such as daily ER, weekly appointment & monthly referral & third next available reports).
• Works with the EHR team on coordination and creation of provider transition letters and other health outreach letters to clients.
• Assist with clinical outreach to patients as needed by reviewing patient information within the chart and placing a phone call to the patient.
• Completes administrative duties related to travel, training, timekeeping, license renewals, subscriptions, dues and other appropriate administrative functions.
• Responsible for ensuring that all business and appointment cards are up-to-date, accurate and ordered as needed. Keeping standard clinic forms/cards/information stocked.
• Coordinates and tracks expenditures for clinician and other continuing medical education.
• Maintains the home page of assigned locations, staff contact lists and rosters, as applicable.
• Creates signage and promotional material for clinic as needed, including brochures and announcements.
• Serves as backup for the Scheduling Specialist in terms of managing Centricity scheduling templates, blocks and time-off requests for staff and residents.
• Tracks, collates and delivers weekly Controlled Substance Review Committee referrals, if applicable.
• Provide support to ensure on call schedules are provided to the medical answering services and RCP.
• Serves as backup for the Intake Specialist, meeting 1:1 with patients registering for center services. This includes welcoming them, reviewing clinic policies, verifying insurances and sliding fee scales, assisting with paperwork, documenting the visit into EMR, assigning to a care team and scheduling their initial appointment with provider.
• Assist with distribution of pay checks, assist staff with enrolling or opting out of direct deposit and paystubs.
• Receive internal and external customers to the clinic in a friendly, professional and courteous manner.
• Personally responds to non-technical/non-clinical questions regarding the teams and clinic.
• Makes suggestions for strategies that would improve the administrative processes within the team, department, and/or assigned location.
• Attends all mandatory CCC trainings and meetings in a timely manner.
• Monitors waiting room, providing information to patients and makes confirmation calls if short reception staff when available.
• Adhere to all state and federal privacy regulations, including HIPAA and 42 CFR Part 2, and to CCC policies and agreements regarding confidentiality, privacy, and security. Support compliance with all privacy and security requirements pursuant to community partners' and outside providers' patient confidentiality agreements, including privacy and security requirements for EMR access. This includes immediately reporting any breach of protected health information or personal identification information of any person receiving CCC services by CCC or an outside provider to the CCC Compliance Department, as well as to your supervisor or their designee.
• Performs other duties as assigned.

SKILLS AND ABILITIES:

• Ability to consider the impacts and outcomes for underserved communities during decision- making processes.
• Ability to consider impacts of systems of oppression, structural racism, and individual bias on client outcomes.
• Ability to communicate clearly, concisely and courteously, both orally and in writing, with the general public, clients, patients, medical personnel and co-workers.
• Excellent computer skills and high proficiency in Microsoft Office Suite.
• Excellent organizational and problem-solving skills.
• Works well with frequent changes in a busy environment.
• Ability to be flexible to a degree on shift hours.
• Ability to multi-task.
• Ability to work effectively as part of a team.
• Sound decision-making skills and excellent professional judgment, including ability to handle sensitive and confidential information on a daily and ongoing basis
• Ability to manage time and meet deadlines.
• Ability to maintain accurate records and necessary paperwork.
• Ability to maintain highest standards of confidentiality with regard to patient/client information.
• Ability to learn and apply training instruction.
• Experience with office machines (FAX, photocopier, phone systems, and lamination) required.
• Ability to work in an environment in a busy ambulatory setting where clients may be hostile or abusive.

BENEFITS: Central City Concern offers an incredible benefits package to our Regular/FT employees

• Generous paid time off plan which provides up to 4 weeks of PTO accrual in the first year. Accrual increases with longevity.
• Amazing 403(b) Retirement Savings plan with competitive employer match with 4.25% in the first year, 6% in the second year, and 8% in the 3rd year.
• 11 Recognized Holidays PLUS 2 Personal Holidays to be used at the employee's discretion.
• Comprehensive Medical, Vision, and Dental insurance coverage.
• Employer Paid Life, Short Term Disability, AND Long Term Disability Insurance!
• Excellent relocation package for those roles that qualify.
• Sabbatical Program offering extended time off at years 7, 14, and 21.

This description is intended to provide a snapshot of the work performed and is not designed to contain a comprehensive inventory of all duties, responsibilities, and qualifications required of the position.

As an agency deeply rooted in recovery, part of our policy and commitment to a drug and alcohol-free workplace includes post-offer, pre-employment drug screens. Please note we follow Federal Guidelines regarding prohibited substances, even for those legal at the state level.

Central City Concern is a second chance employer and complies with applicable laws regarding consideration of criminal background for employment purposes. Government regulations, contractual requirements, or the duties of this job may require CCC to conduct a background check and take appropriate action to address prior criminal convictions.