At The Portland Clinic our mission is to be a trusted community collaborating to improve the health and well-being of those we serve. Join our team and let us work together to offer a welcoming, inclusive environment for our patients and the communities we serve.
JOB TITLE: Primary Care Administrative Coordinator
SUPERVISOR: Clinic Nurse Supervisor
HOURS PER WEEK: 40/Non-Exempt (Monday-Friday 8:00am-5:00pm)
DEPARTMENT: Nursing Services
HIRING BONUS: $1,000 after 90 days
The following information is designed to outline the essential functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.
PRIMARY FUNCTION: The Primary Care Admin Coordinator provides essential administrative and operational support to the primary care team. This role serves as a central hub for clinical support workflows, ensuring timely completion of paperwork, faxing, prior authorizations, referral inquiries, scheduling, and communication. By managing key administrative and patient access functions, this position enables the clinical staff to focus on direct patient care. This is a highly engaged, detail-oriented role that contributes directly to clinic efficiency, patient satisfaction, and provider productivity.
DUTIES AND RESPONSIBILITIES: (*ESSENTIAL FUNCTIONS)
Prepare, process, and complete clinical and administrative paperwork, including forms, prior authorizations, referrals, and external documentation. *
Fax, scan, upload, and distribute patient and provider documents. *
Track and follow up on outstanding forms, referrals, and authorizations. *
Communicate authorization status to providers, staff, and patients. *
Manage incoming calls by identifying caller needs and resolving or directing them to the appropriate clinical or administrative staff in a timely manner. *
Resolve referral and authorization delays and discrepancies. *
Assist with patient check-out processes. *
Schedule patient appointments. *
Support providers with patient flow and visit completion. *
Manage voicemail and assigned work queues. *
Communicate routine information to patients. *
Serve as a liaison between front desk, clinical staff, and providers. *
Monitor clinic flow and proactively report operational bottlenecks to Branch Manager and Nursing Supervisor.
Support daily huddles.
Assist leadership with workflow improvement initiatives.
Maintain strict confidentiality in accordance with HIPAA regulations. *
Follow organizational policies and procedures. *
Ensure accurate documentation within the electronic health record (EHR).
Work in a cooperative manner with management/supervision, coworkers, customers and vendors. *
Abide by company policies. *
Maintain regular, in person, work attendance and punctuality, as scheduled.*
Other duties as assigned.
REQUIREMENTS:
High school diploma or equivalent
Minimum 6 months of experience in a medical office, healthcare administration, or related setting
Experience with scheduling, referrals, and insurance processes preferred
Strong organizational and multitasking skills
Exceptional attention to detail
Strong communication and interpersonal skills
PREFERENCES:
Previous EHR experience
Experience in primary care or multispecialty clinic settings
Familiarity with insurance verification and prior authorization workflows
Understanding of medical terminology
Experience working in fast-paced outpatient environments
Able to respond quickly and accurately
Dependable
Be a team player with strong interpersonal skills
Possess the ability to prioritize workload and assignments
COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/wk):
401k plan with employer contributions up to 5% annually
Roth IRA
Comprehensive Medical, Dental and Vision insurance
Flexible Spending Account
Health Savings Account
Company provided $10K Group Life/AD&D insurance
Voluntary benefits: Life/AD&D, Dependent Life/AD&D, Short-Term Disability, Critical Illness, Accident, and Hospital Indemnity
Norton Identity Theft Protection (optional)
Pet Insurance (optional)
4.92 hours of PTO accrual per pay period (PTO accrual is prorated based upon FTE)
One paid Wellness day per year
Seven paid holidays, and 1 partially paid holiday (mid-day closure)
Employee Assistant Program