WHAT DOES A CLINICAL COORDINATOR DO?

Published: July 26, 2024 - The Clinical Coordinator manages daily operations of the unit, oversees staff schedules, and ensures efficient use of time and effort. This role involves serving as a resource for staff, championing new initiatives, and contributing to process improvements in collaboration with the manager. The coordinator also partners with clinical teams and HIT support to optimize patient care pathways, monitor performance metrics, and submit DHS statistics regularly.

A Review of Professional Skills and Functions for Clinical Coordinator

1. Clinical Coordinator Details

  • Informed Consent Facilitation: Participate in the informed consent process of study subjects
  • Patient Safety Support: Support the safety of clinical research patients/research participants
  • Research Coordination: Coordinate protocol-related research procedures, study visits, and follow-up care
  • Patient Recruitment: Screen, recruit and enroll patients/research participants
  • GCP and Regulatory Compliance: Understand good clinical practice (GCP) and regulatory compliance
  • Participant Education: Educate subjects and families on protocol, study intervention, etc.
  • Compliance Adherence: Comply with Institutional policies, standard operating procedures (SOPs) and guidelines
  • Regulatory Compliance: Must comply with federal, state, and sponsor policies
  • Community Partnership Collaboration: Working with local community partners to assist with study recruitment
  • Recruitment Material Development: Working with the research team to create recruitment documents and other study materials
  • Screening Administration: Administering screening process to determine if potential participants qualify for study in San Francisco
  • Participant Assessment: Conducting one-on-one in-person assessments with study participants
  • Data Coordination: Working in coordination with the project manager and other research assistants to coordinate data entry and collection activities

2. Clinical Coordinator Responsibilities

  • Research Protocol Execution: Writing, managing, coordinating, and executing research protocols.
  • Clinical Data Analysis: Collect, clean, manage, and analyze clinical data.
  • Sample Collection: Collecting samples from study areas (phlebotomy certification desired but not required, requires comfort with surgical specimens and ongoing procedures).
  • Stakeholder Communication: Communicating with many stakeholders in research and clinical departments.
  • Regulatory Compliance: Ensure compliance with all relevant regulatory agencies, assist with any reviews and referrals.
  • Quality Control Implementation: Implement and maintain quality control procedures.
  • Study Progress Reporting: Report study progress internally and externally.
  • Clinical Information Processing: Work strictly in a professional office setting to review, log, and process information concerning clinical studies.
  • Data Management: Review study reports and upload related data into the company database.
  • Clinical Study Setup: Assist with the setup of the clinical studies from an organizational standpoint.
  • Data Communication: Communicate with internal and external contacts to relay data and information clearly.
  • Information Verification: Compile and review information for accuracy and completion.
  • Database Research: Conduct database searches for necessary information.

3. Clinical Coordinator Accountabilities

  • Program Execution: Execute the Flu and Immunization Clinic Programs with the Field Clinical Coordinator, Supervisor and Field Leadership to achieve immunization commitments for assigned area.
  • Clinic Outreach: Drive clinic outreach and execution in assigned areas.
  • Business Solicitation: Contact and solicit businesses by the Corporate Clinical Team.
  • Primary Contact Leadership: Lead as the primary point of contact and assist in soliciting and contacting businesses, provide information on pricing and insurance billing, assist in scheduling and executing the clinic opportunity and track and quantify the success of the program.
  • Communication Support: Support and facilitate communications on all clinical programs and initiatives to ensure proper filing, billing, workflow, and reporting in stores.
  • Compliance Resource: Serve as a resource for Field Leadership regarding clinic pricing agreements to ensure proper execution for legal compliance and proper payment.
  • Supply Management: Serve as a resource in the ordering and distribution of supplies needed for clinical programs to facilitate the interest, support and awareness of clinical initiatives for Field Management and pharmacists.
  • Task Assistance: Assist in completing additional tasks by Corporate Clinical Services.
  • Safety and Quality Contribution: Positively contributing to safety outcomes and promoting high-quality patient experience.
  • Operations Management: Manage day-to-day clinical operations and unit workflow/throughput.
  • Care Outcome Accountability: Be accountable for the outcomes of care for patients in a specific clinical care area(s).
  • Team Guidance: Guide and direct a team of caregivers in providing high-quality, individualized care to the patient and family, while preparing them for discharge.

4. Clinical Coordinator Overview

  • Software Proficiency: Maximize productivity and ensure accuracy through proficient use of appropriate software applications.
  • Sales Coordination: Achieve projected conversion and sales goals and coordinate the Center strategically to ensure goals are met.
  • Scheduling Management: Oversee and approve weekly clinical schedules to ensure adequate staffing and coverage and update Center evaluation availability.
  • Records Management: Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
  • Decision-Making Protocols: Rely on protocols, established procedures, and prior experiences to make decisions based on the company’s best interest and to the benefit of Cenegenics.
  • Invoice Verification: Verify invoices and purchase orders to submit to the accounting team.
  • Productivity Management: Constantly meet established productivity, schedule adherence, and quality standards while maintaining a good attendance record.
  • Error Resolution: Troubleshoot any accounting errors and resolve them promptly.
  • Regulatory Compliance: Ensure the Center conforms to all local, state, and federal regulations.
  • Operational Functions: Conduct regular operations and functions utilizing computer systems and software.
  • Office Management: Responsible for ensuring the office is suitable for business needs, including supplies being fully stocked.
  • Issue Resolution: Address issues and answer questions from Physicians, team members, and other departments.

5. Clinical Coordinator Tasks

  • Grievance Case Management: Identify, review, investigate, resolve and provide timely and accurate completion of each grievance case.
  • Stakeholder Communication: Communicate with internal and external customers.
  • Case Status Reporting: Discuss status of each grievance case with the member.
  • Regulatory Compliance Documentation: Prepare case files and maintain documentation following government regulatory procedures.
  • Complaint Resolution Documentation: Document the results of complaints and dispositions at all levels including notification to members.
  • Team Meeting Facilitation: Host team meetings with staff and/or physicians.
  • Stakeholder Engagement: Maintain contact with partners/physicians, clients, and outside vendors.
  • Client Liaison: Act as a liaison between clients, their families, and additional care staff.
  • Information Privacy Assurance: Ensure privacy and confidentiality of protected health information.
  • Client Relations Excellence: Exude 5-star experience by being personable to clients and staff.
  • Attendance Reliability: Regular and reliable attendance is an essential function of the job.
  • Team Coordination: Coordinate activities of various team members within the department and ensure efficient workload distribution.

6. Clinical Coordinator Roles

  • Care Strategy Development: Assess, plan, and implement care strategies that are individualized by the patient and directed toward the most appropriate, least restrictive level of care.
  • Social Service Referrals: Identify and initiate referrals for social service programs, including financial, psychosocial, community, and state supportive services.
  • Care Plan Management: Manage the care plan throughout the continuum of care as a single point of contact.
  • Stakeholder Communication: Communicate with all stakeholders the required health-related information to ensure quality coordinated care and services are provided expeditiously to all members.
  • Patient Advocacy: Advocate for patients and families to ensure the patient’s needs and choices are fully represented and supported by the healthcare team.
  • Home Visit Coordination: Visit Medicaid members in their homes and/or other settings, including community centers, hospitals, or providers' offices.
  • Task and Supervision Management: Assist in managing requests for assigned tasks and the assignment of clinical supervision.
  • Community Employee Scheduling: Assist with the management of direct care LPN community employee schedules.
  • Employee File Maintenance: Maintain knowledge of community employee’s work preferences, availability, and competencies.
  • File Management: Maintain appropriate client and community employee files.
  • Customer Service Education: Assist with the education of health plan procedures to customer service representatives.
  • Complaint Resolution Documentation: Prepare and document complaint resolution letters under the guidance of management.
  • Member Service Support: Assist with providing customer service on main member lines.

7. Clinical Coordinator Additional Details

  • Operational Workflow Facilitation: Facilitates the effective operational workflow of new admissions to home care services.
  • Supervisory Coordination: Supervises the intake, review of the care plans, and coordination of services.
  • Care Plan Implementation: Works effectively with the clinical team and the customer to ensure current care plans are in place.
  • Care Plan Communication: Ensures all team members are aware of any changes in the client’s care plan.
  • Clinical Resource Management: Acts as a resource for clinical issues for the scheduling coordinators.
  • Clinical Supervision Coordination: Requests clinical field supervision for assigned tasks and communicates effectively with the clinical team and customer regarding client service provisions.
  • Service Delivery Management: Manages the initial intake and service/care delivery assessment for WCB funder requests.
  • Employee Supervision and Support: Provides effective supervision and support to community employees, encouraging lifelong learning and promoting employee retention.
  • Industry Knowledge Maintenance: Maintains knowledge of industry requirements/trends and participates in identifying services/training required to meet them.
  • Clinical Team Scheduling Assistance: Assists with the scheduling of the Clinical supervision team and supports them.
  • Scheduling Software Utilization: Uses the scheduling software provided to its fullest capacity to create efficiencies in all aspects of the coordinator's role, including managing changes in client’s service provision and care plans.

8. Clinical Coordinator Essential Functions

  • Operational Management: Complete day-to-day tasks to ensure the excellent operation of multiple medical clinics.
  • Project Management: Complete short-term and cyclical projects.
  • Technology Integration: Assist with the implementation of new technologies and training programs for employees in multiple clinics.
  • Performance Evaluation: Conduct performance reviews to ensure highly productive and efficient clinical teams.
  • Employee Onboarding: Assist with the smooth transitioning of new employees into the company.
  • Scheduling Coordination: Assist the manager with scheduling and adjustments.
  • Service Oversight: Oversee medical and health service activities and personnel.
  • Time Management: Travel locally to several locations and use Excel to track tasks and manage time.
  • Technical Familiarity: Become familiar with clinic computer hardware and software and use it according to company policies.
  • Professional Documentation: Document professionally, appropriately, and promptly.
  • Client Communication: Communicate with clients to identify their needs and preferences.

9. Clinical Coordinator Role Purpose

  • Operational Management: Assists in managing the day-to-day operations of the unit.
  • Staff Scheduling: Manages monthly staff schedule and daily assignments.
  • Resource Optimization: Assumes responsibility for efficient and effective use of time and effort of all staff.
  • Staff Development: Serves as a resource for staff and orients new staff members.
  • Initiative Leadership: Champions new initiatives for the department.
  • Process Improvement: Contributes to process improvement opportunities and initiatives, in conjunction with the manager.
  • Clinical Proficiency: Demonstrates clinical proficiency according to Pre Procedure Services specialty.
  • Quality Control Partnership: Partners with ASU teams to ensure patients are appropriately optimized when they arrive for surgery.
  • Performance Monitoring: Monitors performance and efficiency metrics for the PPS team members, and provides coaching/constructive feedback.
  • Clinical Pathway Development: Partners with Anesthesia and other clinical disciplines to help establish care pathways for pre-op optimization.
  • Workflow Enhancement: Partners with HIT support to build Epic workflow improvements.
  • Data Compilation: Ensures that daily, weekly, and monthly DHS statistics are compiled and submitted for review.

10. Clinical Coordinator Duties and Roles

  • Operational Coordination: Coordinates the day-to-day operation of the Cardiac Cath and EP lab, accountable for resource allocation.
  • Staff Accountability: Collaborates with the Director of Nursing in maintaining staff accountability for competencies.
  • Meeting Management: Prepares and conducts staff meetings and unit in-services.
  • Educational Support: Supports and participates in unit education, PI, and nursing education committees.
  • Clinical Resource: Serves as a clinical resource and is responsible for staff annual evaluations.
  • Staff Development: Provides timely feedback, coaching, and teaching to staff.
  • Scheduling Management: Responsible for the preparation of monthly schedules and validation of time worked.
  • Personnel Feedback: Provides feedback to the Director of Nursing related to personnel issues.
  • Patient and Physician Relations: Handles patient/family and physician concerns appropriately.
  • Staffing Communication: Conducts daily staffing huddles and communicates effectively with all key stakeholders.
  • Contract Management: Maintains and upholds vendor contracts per Tenet requirements.
  • Supply and Equipment Coordination: Oversees ordering departmental supplies and works with vendors/Bio-Med to coordinate equipment functionality.
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