Patient Care

**Position Overview**:
The **Patient Care & Administrative Coordinator** plays a key role in supporting high-quality patient care through effective coordination and administrative support. This position acts as a central point of contact for patients, clinical staff, and internal teams, ensuring smooth day-to-day operations within the program or clinic.

The role is responsible for coordinating patient-related activities, supporting care delivery workflows, and managing essential administrative and operational tasks. These include ordering and organizing supplies, managing mail and packages, maintaining records, and providing general office support. The Patient Care & Administrative Coordinator helps ensure that clinical teams are well-supported, patients experience timely and organized care, and operational processes run efficiently.

**Corporate Resource Management**
- Coordinate ordering, preparation, and distribution of corporate cellphones and laptops.
- Ensure all devices are configured to internal IT security standards and track equipment assignments.
- Maintain an organized record of corporate cellphone and laptop assignments for tracking and accountability.

**Sourcing & Inventory**
- Collaborate with sourcing leads to procure supplies for different departments.
- Maintain vendor relationships with 30+ suppliers to ensure competitive pricing and reliable service.
- Facilitate supply requests from franchise doctors and manage timely shipping coordination.
- Organize delivery logistics for medical, office, and kitchen supplies.
- Liaison with department heads to complete inventory counts.
- Perform three-way matching of invoices, purchase orders, and delivery receipts.
- Ensure timely upload of vendor-related receipts and accurate expense coding in Float.

**Patient Journey Support**:

- Guide patients through their experience, offering assistance, answering questions, and providing unwavering support every step of the way.
- Ensure patients feel comfortable and informed throughout their care journey, addressing any concerns promptly.

**Patient Registration and Documentation**:

- Welcome patients with warmth and professionalism, ensuring all necessary paperwork is complete and accurate.
- Manage data entry and paperwork processing with meticulous attention to detail, ensuring patient records are up-to-date and compliant with regulatory standards.

**General Patient Care Coordinator Duties**:

- Handle appointment bookings, patient sign-ups, and provide ongoing support to the clinical team by rooming patients and preparing rooms between appointments.

**Clinical Day Organization**:

- Prepare and organize the clinical day for our physicians and clinical team, ensuring efficiency and effectiveness in patient care delivery.
- Coordinate with medical staff to optimize schedules, ensuring smooth operations and mínimal patient wait times.
- Review and monitor the schedule daily, ensuring upcoming appointments are accurately reflected on the schedule.
- Upload forms and scans into the InputHealth system.
- Ensure encounters are uploaded to patient files.
- Create prep packages for the daily clinic schedule.
- Ensure phones are being answered in a timely manner.
- EMR patient related messages are tended to.
- Patient follow up phone calls are completed daily.

**Administrative & Office Support**
- Working closely with the Vice President
- Maintain program and office-related files in a structured and confidential manner.
- Coordinate meeting logistics including room bookings, invitations, and materials prep.
- Support senior leadership with special projects as assigned.
- Liaise with key vendors and stakeholders to support cross-functional activities.
- Contribute to the development and execution of new programs.