Clinical Administrative Associate (Bi-Lingual)

SUMMARY

The Clinical Administrator member supports the operations of the Clinical Pharmacist Provider Program remotely from the corporate office. This role is essential in maintaining an active patient pool, ensuring continuity of care, and facilitating patient engagement in pharmacist-led services.

SUPERVISION

• The Clinical Administrator will report directly to the Clinical Pharmacy Manager.
• This position will be on site at the corporate office and may require travel to various locations.

EVALUATION

The performance of the Clinical Administrator will be assessed as follows and the criteria for evaluation will come from their ability to execute the job duties.

• The initial evaluation will occur 45 days following the date of hire.
• A formal and comprehensive evaluation will take place at the 90-day mark after the date of hire.

Subsequently, there will be semi-annual evaluations.

DUTIES AND RESPONSIBILITIES

Patient Scheduling & Outreach

• Maintain and update the patient pool for the Clinical Pharmacist Program.
• Call patients for appointment reminders and reschedule missed or canceled appointments.
• Contact patients referred by primary care providers to facilitate enrollment into pharmacist-led protocols {hypertension, diabetes, asthma/COPD, smoking cessation, weight management, and medication therapy management (MTM)].
• Conduct outreach to patients identified by the clinical pharmacist as meeting referral criteria through standing orders (e.g., recent PCP visits requiring MTM or smoking cessation support).
• Schedule patients in accordance with established clinic workflows and EMR protocols.

Communication & Coordination

• Serve as a liaison between patients, the clinical pharmacist, and primary care providers to ensure smooth scheduling and follow-up.
• Document outreach attempts, patient responses, and scheduling outcomes in the EMR or designated tracking system.
• Provide the pharmacist with weekly updates on outreach outcomes, patient enrollment status, and scheduling challenges.

Program Support

• Maintain organized tracking lists for referrals, appointments, and patient follow-up.
• Ensure appointment slots for the clinical pharmacist are efficiently utilized.
• Support quality improvement efforts by identifying barriers to patient engagement (e.g., transportation issues, language needs).
• Assist in the development and distribution of patient-facing communications (letters, texts, or calls) related to program participation.

Compliance & Professionalism

• Adhere to all HIPAA and confidentiality standards when handling patient information.
• Maintain professional communication with patients, providers, and team members.
• Participate in staff meetings, trainings, and performance reviews to support program development and quality standards.

MEASURABLES

• Demonstrates accurate and timely documentation of all patient outreach, scheduling, and follow-up activities in the EMR in accordance with program and workflow expectations.
• Effectively engages patients through professional and clear communication to support appointment confirmation, attendance, and continued participation in pharmacist-led clinical services.
• Proactively follows up on missed or canceled appointments, making reasonable efforts to reschedule patients and maintain continuity of care.
• Supports efficient clinic operations by helping ensure clinical pharmacist appointment availability is well utilized through consistent tracking, proactive scheduling, and ongoing patient outreach.

QUALIFICATIONS

• Bi-lingual in Spanish (required)
• Bachelor’s degree (preferred)
• Active Pharmacy Technician Certification (preferred)
• Minimum of 2 years working as a pharmacy technician, medical assistant or patient services administrator
• Proficiency with Office 365 (Word, Excel, Outlook)
• Strong organizational and communication skills
• Ability to multitask in a fast-paced, client-focused environment
• Experience working with diverse populations and community health programs
• Experience working with EMRs (preferred)

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Language:

• Spanish (Required)

Work Location: In person