West County Health Centers provides comprehensive, quality and accessible health care services to the communities of Western Sonoma County. We are a cohesive team of health care providers, support staff and volunteers dedicated to wellness, compassion, affordability and excellence of care. We believe in non-judgmental and equal care for all members of our diverse community. Come and be a part of an amazing team!

Want to see more about our mission, who we are, and why you should join our team? Check us out using the links below!

Who We Are: https://vimeo.com/720058024

Our Mission: https://vimeo.com/720057427

Join Our Team: https://vimeo.com/720057373

JOB SUMMARY: The Wellness Groups Coordinator is responsible for implementing office systems to support WCHC patients within the Wellness Center. Promotes optimal patient experience by assisting patients, providers and partner agencies with their administrative needs, and managing patient information within the electronic health record including referral coordination.

RESPONSIBILITIES:

• Actively manages Wellness group medical visit schedules in EHR by calling patients to remind them of their scheduled office visits and overseeing same day appointments.
• Serves as a resource and coordinates timely referrals for Wellness group medical visits from all WCHC providers and Care Teams.
• Using the EHR system, tracks successful completion of referral process for all Wellness group medical visits.
• Tracks attendance and sustainability of Wellness group medical visits and provider coverage needs.
• Hosts ZOOM groups and supports staff and patients with accessing meetings.
• Schedules and leads all Care Team meetings for all Wellness Group Medical Visits. Records all Care Team meeting minutes and distributes among Wellness Center staff.
• Prepares surveys for distribution got all Wellness group medical visits.
• Hosts Group trainings for front office and clinical staff at all sites.
• Regularly meets with Agency Gift Officer to maintain social media presence.
• In collaboration with Wellness Services Coordinator: Outreach & Recruitment: flyer distribution, marketing, presentations, attend staff meeting, warm handoffs etc.
• Maintain Wellness Group Medical Visit education materials, handouts, google calendar, webpage, surveys, etc.
• Participates in Wellness and Agency group medical visits as needed.
• Follows up with patients post group regarding satisfaction, group participation, and quality improvement.
• Serves as a resource in creating, establishing, and maintaining agency Group Medical Visits.
• Assists with clinical data outcome reporting and actively participates in quality improvement projects related to agency group medical visits.
• Assists is the adoption and implementation of new technologies and activities that improve patient care and clinic efficiencies.
• Attends trainings and conferences to maintain and evolve the Group Medical Visits.
• Maintains professional appearance of waiting room and all patient areas.
• Implements front office procedures for: scheduling, eligibility, collection and accounting of patient fees, and confirmation calls
• Answers phone, routes calls, and schedules patient appointments.
• Monitors scheduling, office flow and coordination of groups held in collaboration with community partners.
• Serves as a resource and coordinates timely referrals for specialty care at FWC, from all WCHC providers and Care Teams.
• Using the EHR system, tracks successful completion of referral process, directs consultation notes to referring provider and obtains prior authorizations from insurances for referrals, as needed.
• Provides information to patients and providers, and coordinates as appropriate with Access Coordinators, for eligibility programs including Medi-Cal, Sliding Scale, BCAP, and Family Pact, to facilitate appropriate program enrollment for patients.
• Manage information entry into the electronic health records such as faxes, previous medical records, radiology results, and assist with communication with other medical facilities through the electronic health record.
• Assists with clinical data outcome reporting and actively participates in quality improvement projects
• Assist other office staff with copying, scanning, faxing, filing, mail distribution, ordering of office supplies. Monitors front office supply inventory.
• Greet patients in the waiting room, navigate them through the check-in process, and ensure a satisfying experience throughout the patient visit
• Meet with all new patients to connect them to beneficial programs, services, surveys/screenings, and content
• During clinical wait times, connect patients to beneficial programs, services, surveys/screenings, and content
• Actively manage the flow and experience of the patients during the office visit
• Work with Care Team to actively manage the patient schedule to optimize efficiency, patient experience, and meet the needs of the patient
• Assist in the coordination of warm hand-offs or “Transfer of Trust” between Care Team, Behavioral Health Staff, or other support services during the office visit.
• Participate in patient engagement activities and coaching around patient self-management and goal setting
• Participate in activities related to addressing the social determinants of a patient’s health

MINIMUM REQUIREMENTS:

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily in a professional manner. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge and experience of medical front office duties.
• Computer literacy and familiarity with office machines such as fax, copier, calculator.
• Ability to work as a team member.
• Ability to relate well to varied client base.
• Ability to maintain good relations with the public and the Health Center staff while working in a fast-paced environment.
• Good communications skills
• Must be able to perform the physical demands of the job.
• Basic office and equipment safety knowledge and practice.

Experience:

• Bilingual Spanish/English desirable
• Experience in an outpatient setting or working with a health clinic desirable
• Demonstrated commitment and skills to provide age-appropriate care to a diverse population
• Familiarity with medical terminology and billing

Expectations:

• Attendance and punctuality are necessary.
• Ability to work well with a multidisciplinary team.
• Ability to problem solve and be self-motivated with acute attention to detail.
• Must have a commitment to excellence and high standards.
• Must have excellent written and oral skills, strong organizational and analytical skills.
• Must have ability to manage priorities and workflow.
• Required to have versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm and positive attitude.
• Expected to have strong interpersonal skills and have the ability to understand and follow written/verbal instructions.
• Able to work independently with little or no supervision.
• Required to have the ability to deal effectively with a diversity of individuals at all organizational levels.
• Demonstrate a positive customer service, patient centered approach at all times.

Physical Requirements:

• Must be able to move freely about the office and carry light loads (up to 25 pounds)
• Prolonged standing and/or sitting required.
• Ability to work with office equipment, including computers.

West County Health Centers celebrates diversity and are committed to creating an inclusive environment for all employees. We comply with applicable federal and state civil rights laws and does not discriminate based on race, ethnicity, color, national origin, citizenship, alienage, religion, creed, sex, sexual orientation, gender identity, gender expression, age, disability, or any other status protected by applicable laws.

Job Type: Full-time

Pay: From $22.00 per hour

Expected hours: 40 per week

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Medical office: 1 year (Preferred)

Language:

• Spanish (Preferred)

Work Location: In person