Clinical Coordinator

Whole Woman’s Health Alliance (WWHA) is a 501(c)3 organization that intentionally seeks to open clinics in areas of the country which are most impacted by anti-abortion legislation. Whole Woman’s Health Alliance provides abortion care that puts patients first. We stand in the light to revolutionize the conversation around abortion in this country.

Independent abortion providers like Whole Woman's Health Alliance provide over 60% of abortions in the United States and intentionally operate in areas of the country that have the most onerous regulations. We do this because we believe safe, affordable, quality abortion care should be accessible to all, regardless of their zip code.

Whole Woman’s Health Alliance works in a coordinated strategy with the Stigma Relied Fund and Whole Woman’s Health. For more information, please visit www.shiftstigma.organd www.wholewomanshealth.com.

Summary

The Clinical Coordinator is the person responsible for the functioning and coordination of the day-to-day activities in the medical areas of the office, under the supervision of the Clinic Administrator and the Medical Director.

The Clinical Coordinator is primarily responsible for working directly with the Clinic Administrator in the clinically related areas of the office devising and maintaining systems to ensure the practice’s success. Good communication skills are very important for success as Clinical Coordinator. The Clinical Coordinator role is one of supervisory management and accountability as well as one of excellent clinical skill and foresight.

Essential functions

Leadership/Supervision:

• Demonstrated “team leader” approach. Develop an extraordinary working relationship between the front office and clinical staff members building a bridge between the two areas.
• Possess a basic understanding of all “systems” used in the medical office including office equipment, organizational structure, patient flow and scheduling, laboratory services, supplies, medical equipment.
• Reflect our vision throughout the office. Must “walk the talk” and lead by example.
• Understand our mission. Be willing to prompt/confront staff who “aren’t on the bus.”
• Be an observer within the medical area, capable of improving the “big picture”, through scheduling of patients, flow, medical staff function, cross-training needs, wait times, spatial layout, and equipment use. You should be willing to plan, do, study, act on ideas and suggestions that promote the goals of the facility.
• Stand in for the Clinic Administrator when s/he’s away, “run session’s”. Focus on triage, screening and communication. Need to be on site (from the time pt’s begin checking in until the last pt leaves aftercare) whenever you are running sessions.
• Understanding of what to do in an emergency situation. Confidence and ability to take charge if/when necessary in these situations.

Communication:

• Communicate regularly with leadership team re: your suggestions and observations. Such as; problems with staff, schedule changes/vacations, covering physicians, physical plant, training needs, etc.
• Meet with Administrator and Coordinator in person, via e-mail or talking on the phone with regularity so that you are able to work out details and support each other, speaking with one voice, to the staff and MD’s.

• Work with the Clinic Administrator on creating systems for documentation and communication with the goal of making the medical office areas run smoothly, efficiently, and professionally. Clinical Coordinator must report the review of the logs and QA information to Clinic Administrator regularly.

Quality Assurance/Customer Service:

• Monitor quality of service in the medical areas of the office; ensure that patient-centered care is provided in keeping with our WWH mission. Ensure that medical staff members receive adequate training to perform their job. Be active in the facility’s Quality Assurance programs and in the completion of applicable staff member’s orientation and competency skills checklists.
• Report, document, evaluate, and initiate corrections for the deviation of any quality controls in an effort to maintain the utmost in quality care and work environments.
• Assist in maintaining the preventative maintenance records for all medical office equipment along with the scheduling of annual review. This also includes an equipment and serial number list with current contact representatives for vendor/repair. Documentation of daily quality controls (lab, refrigerator, temp, path, biological indicators, complication log, etc.), quarterly Proficiency Institute controls, annual OSHA and exposure training, CPR maintenance, etc.
• Coordinate all triage systems so that the medical office runs with impeccable efficiency (Phone triage, Lab triage, follow-up visits, medication inventory, crash cart supplies, etc.)
• Monitor office “Call Back” system. Look to see that patients get called back promptly and are given education and support consistent with WWH’s mission.
• Performance and Maintenance of Quality Control Logs.
• Assistance with the Management of the Resuction and Complication Logs
• Assistance with the Management of the Mifeprex Log

Staffing:

• Train and lead the staff: Clinical Coordinator needs to be accessible and approachable. Must have the desire to learn and grow in leadership skills. Must be able to give both positive and negative feedback to staff. Must also pay attention to staff’s needs re: training or questions or complaints. Must train staff or organize their training in the areas of surgical assisting, lab, gyn assisting, path, set-up, ultrasound, recover, and aftercare.
• Support staff members with difficult patients and/or difficult situations. Be a resource they can come to for advice or to try out ideas and get input.
• Evaluate employee work performance in your areas. Fill out T-forms on your staff for their 90 day and annual reviews. Participate in interviewing prospective employees.
• Distribute training checklists and protocols for training staff. Make sure everyone gets the right paperwork so that their training time is effective and productive.

Administrative:

• Audit and review of charts via random selection: 10 TOP charts every month; 5 GYN charts every month
• Maintain medical supplies inventory. Track inventory with the clinical team and get the orders in on time to ensure that we have sufficient supplies at all times. Supply areas should be organized and labeled.
• Monitor all medical logs in the office: lab, path, autoclave, complication, post-TOP call, abnormal lab, ETC, ETC. Must have good working relationship with MD’s and medical staff to be sure that all lab results and problem situations are addressed promptly.
• Be familiar with the Physical plant layout. Act promptly during times of malfunction, by contacting the appropriate vendor/repair person. Work in conjunction with the Clinic Administrator to insure that all work is satisfactory upon completion and invoicing for services rendered is accurate.
• Assist with Management of Sample Supplies and coordinate patient needs with appropriate pharmaceutical representatives.
• Understanding and Processing of Biological Indicators, Decontamination and Sterilization Processes. Packaging and Maintenance of Instrument Sterility
• Assistance with Maintenance of the Biological Indicator Log (Attest) and with Maintenance of the Load Log.

Experience and General Requirements

• Licensed nurse or college graduate preferred. High school graduate or Medical Assistant with at least 2 years’ experience in women’s health acceptable.
• Certification in Basic Life Support, biannually; ACLS is a plus
• Training in/knowledge of emergency supplies, their inventory, their location in the office, and their use.
• Annual OSHA and personal protective equipment training.
• People management and leadership/training skills
• Organizational skills – able to design and implement systems
• Ability to identify and correct problem areas
• Communication skills – with mgmt, MD’s, nurses, staff and patients
• Ability and desire to learn, utilize knowledge gained, and the capability to share the knowledge with others
• Training in all clinical TOP and GYN job functions in order to provide the optimum assistance to the patients, MD’s and staff members. Familiarity with the front office and counselor job functions will promote an extremely high level of clinical efficacy.
• Familiarity with CPT and ICD-9 coding and medical records.
• Have a sense of humor and willingness to laugh at his/herself. Must be willing to make and admit that s/he’s made mistakes.

Physical Requirements

• Must possess the ability and capability to perform any task in the office.
• Must be able to lift 15 lbs or more, be able to physically move through the office unaided
• Must have excellent visual and hearing acuity.

Compensation/Benefits

• A competitive salary, commensurate with experience.
• All full-time staff are eligible to enroll in medical, dental, and vision insurance offerings as well as voluntary insurance offerings.
• All full-time staff earn personal time off and paid holidays.
• A corporate culture/environment that is diverse, stimulating, and comprised of passionate and dedicated people.

Please note that this is a working job description that may evolve as the needs of the company change.

Whole Woman’s Health is an Equal Opportunity Employer, and we welcome applications from women, people of color, and members of the LBGTQI community. We do not discriminate on the basis of actual or perceived race, creed, color, alienage or national origin, ancestry, citizenship status, religion or belief, age, marital or partnership status, family status, pregnancy and maternity, disability or handicap, sexual orientation, gender, gender identity, gender reassignment, predisposing genetic characteristic, military or veteran status, arrest record, or any other legally protected characteristic protected by applicable federal, state, or local laws.