Women's Health Care Coordinator

Position Summary

The Women's Health Care Coordinator is responsible for coordinating and supporting women's health services to ensure patients receive timely, comprehensive, and compassionate care. This position focuses on preventive women's health services, prenatal care coordination, Centering Pregnancy (Centering OB) patient tracking, screening completion, diagnostic testing follow-up, and ongoing patient engagement.

The coordinator works closely with medical providers, clinical staff, and other healthcare team members to ensure patients remain engaged in care, required services are completed, and outstanding clinical and administrative needs are addressed promptly.

The primary purpose of this position is to ensure that women's health patients receive timely care, Centering OB patients are consistently tracked throughout their prenatal care journey, required screenings and testing are completed, and no patient falls through the cracks.

Essential Duties and Responsibilities

1. Women's Health Care Coordination

• Coordinate women's health services, including annual well-woman visits, gynecological examinations, preventive screenings, and follow-up appointments.
• Track completion of breast cancer screening, cervical cancer screening, and other age- and risk-appropriate preventive health services.
• Coordinate scheduling and follow-up for ordered laboratory tests, imaging, and other diagnostic services.
• Monitor outstanding patient care needs and ensure they are brought to the attention of the appropriate clinical team member.
• Support continuity of care by maintaining accurate patient tracking records and communicating outstanding needs to providers and clinical staff.
• Assist with identifying patients who are overdue for appointments, screenings, or recommended follow-up.

1. Centering OB Patient Tracking and Coordination

• Maintain an accurate and up-to-date tracking system for all patients enrolled in the Centering OB/Centering Pregnancy program.
• Track patients throughout their prenatal care journey, from enrollment and initial orientation through scheduled group sessions and program completion.
• Maintain a roster of enrolled patients, including gestational age, estimated due date, assigned group, scheduled session dates, attendance, and outstanding care needs, as appropriate.
• Coordinate scheduling and reminders for Centering OB group sessions and related individual prenatal appointments.
• Monitor attendance at each session and promptly follow up with patients who miss sessions or become disengaged from care.
• Identify patients who are overdue for prenatal visits, laboratory testing, screenings, or other required prenatal services and notify the appropriate clinical team.
• Track completion of required prenatal laboratory tests, screenings, assessments, and other services according to provider orders and established protocols.
• Maintain a system to identify patients approaching important prenatal milestones and ensure the clinical team is aware of upcoming care needs.
• Coordinate communication between patients, providers, nursing staff, medical assistants, and Centering OB facilitators to support consistent participation and continuity of care.
• Track patients who discontinue participation, transfer care, deliver, or otherwise exit the program, documenting the disposition according to organizational policy.
• Maintain accurate Centering OB enrollment, attendance, participation, and completion records.
• Generate regular reports on enrollment, attendance, retention, missed sessions, and outstanding patient care needs.
• Identify barriers to participation, including transportation, scheduling, childcare, and communication challenges, and help connect patients with available organizational resources.
• Support program quality improvement by monitoring participation trends and identifying opportunities to improve patient retention and engagement.

1. Preventive Screening and Follow-Up Management

• Maintain tracking systems for required women's health screenings and preventive care services.
• Monitor mammograms, Pap tests, HPV testing, and other ordered screening or diagnostic services, as applicable.
• Track pending test results and ensure results are routed to the appropriate provider for review.
• Follow up on outstanding screening and diagnostic items until completion or documented transfer of responsibility.
• Escalate abnormal or concerning results to the appropriate licensed provider according to established clinical protocols.
• Maintain a system to identify patients overdue for recommended screenings or follow-up.
• Document patient outreach and follow-up efforts in the electronic health record (EHR).

1. Patient Outreach & EHR Documentation and Tracking

• Contact patients who missed appointments, and reschedule Centering OB sessions, and/or Women's Health appointments and encourage attendance at recommended visits.
• Conduct outreach for patients overdue for required screenings and testing.
• Reinforce provider-approved instructions and help patients understand appointment preparation and program expectations.
• Identify barriers to care and participation and assist patients in accessing available resources.
• Document patient contacts, outreach attempts, responses, and follow-up plans in the EHR.
• Direct clinical questions and concerns to the appropriate licensed healthcare professional.
• Document patient outreach, screening status, testing completion, and follow-up efforts.
• Maintain organized tracking lists for enrolled Centering OB patients, overdue screenings, pending results, and outstanding care needs.
• Identify incomplete documentation and coordinate resolution with the responsible team member.
• Perform routine reconciliation of tracking lists against the EHR to maintain data accuracy.
• Protect patient confidentiality and comply with HIPAA and organizational documentation policies.

1. Quality Improvement and Program Reporting

• Maintain reports on Centering OB enrollment, session attendance, patient retention, and program completion.
• Track overdue prenatal services, missed sessions, outstanding testing, and unresolved patient care needs.
• Monitor preventive screening completion and follow-up performance for scheduled patients
• Assist with audits, quality improvement initiatives, and development of standardized workflows.
• Identify recurring barriers to prenatal care engagement and recommend process improvements.
• Support organizational quality measures and applicable payer, regulatory, and contractual requirements.

1. Communication and Team Collaboration

• Serve as a coordination resource for women's health patients and Centering OB participants.
• Maintain regular communication with providers, nurses, medical assistants, Centering OB facilitators, and other designated team members.
• Communicate missed visits, overdue services, and outstanding documentation requirements promptly.
• Participate in team meetings and contribute to improving women's health and prenatal care workflows.
• Promote a respectful, culturally sensitive, patient-centered environment

Required Qualifications

• High school diploma or equivalent required.
• Certified Medical Assistant
• Previous experience in women's health, prenatal care, patient coordination, medical assisting, or healthcare administration preferred.
• Experience with patient tracking, appointment scheduling, and EHR systems.
• Familiarity with prenatal care workflows and preventive women's health services are preferred.
• Knowledge of Centering Pregnancy or group prenatal care programs preferred.
• Strong organizational skills and attention to detail.
• Excellent communication, interpersonal, and problem-solving skills.
• Ability to manage multiple patient tracking lists and meet established deadlines.
• Commitment to patient confidentiality and compassionate care.