Pediatric Clinic Coordinator in Santa Ana, California at Serve the People

The Pediatric Clinic Coordinator supports the day-to-day operations of the pediatric clinic by maximizing provider schedule utilization, improving patient access, coordinating pediatric care, and promoting efficient clinic workflows. This position serves as the primary operational support to the Medical Clinic Manager and acts as a liaison between pediatric providers, medical assistants, the call center, social media team, patients, families, external partners, and other departments. The Pediatric Clinic Coordinator monitors provider schedules, coordinates patient outreach, supports quality improvement initiatives, and assists with operational planning to ensure an efficient, patient-centered pediatric clinic.

The following statements for this position reflect only some specific responsibilities and are considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all duties required that may be inherent in the position:

• Monitor pediatric provider schedules daily to identify appointment availability, cancellations, scheduling gaps, and underutilized clinic sessions.
• Develop and implement outreach plans to maximize provider schedule utilization and improve patient access.
• Coordinate outreach to patients and families to schedule preventive care, well-child visits, immunizations, follow-up appointments, and other pediatric services.
• Collaborate with the Call Center to ensure appointment availability is effectively utilized and scheduling priorities are communicated.
• Assist in maintaining accurate provider scheduling templates and communicate scheduling concerns or template issues to leadership.
• Analyze scheduling trends, including cancellations, no-shows, care gaps, and appointment utilization, and recommend strategies for improvement.
• Support efforts to maintain efficient patient flow by promoting balanced and optimized provider schedules.
• Identify pediatric patients with preventive care or quality measure gaps and assist with outreach to schedule recommended services.
• Coordinate follow-up appointments and assist with pediatric care coordination activities to support continuity of care.
• Serve as a liaison between pediatric providers, medical assistants, the Call Center, Social Media team, and other departments to facilitate effective communication and coordination.
• Support the Medical Clinic Manager in monitoring pediatric clinic operations and addressing scheduling or workflow concerns.
• Participate in pediatric clinic huddles, operational meetings, and quality improvement initiatives.
• Identify workflow barriers and recommend process improvements that enhance operational efficiency and patient access.
• Collaborate with the Social Media team to support outreach campaigns that promote pediatric services and increase appointment utilization.
• Attend CHOC Health Alliance meetings and other assigned external meetings representing the pediatric clinic.
• Document meeting discussions, identify operational impacts, and communicate action items and recommendations to the Medical Clinic Manager.
• Assist with implementation and follow-up of pediatric partnerships, initiatives, and community outreach activities as assigned.
• Maintain accurate documentation of scheduling outreach efforts, patient coordination activities, and operational projects.
• Prepare reports related to provider schedule utilization, appointment availability, patient outreach, cancellations, no-shows, and other operational metrics.
• Ensure patient demographic and scheduling information is entered accurately within the electronic health record and scheduling systems.
• Provide exceptional customer service by communicating professionally and compassionately with patients, families, providers, staff, leadership, and community partners while resolving scheduling concerns and escalating issues as appropriate.
• Perform other duties, special projects, and operational assignments as requested by the Medical Clinic Manager to support departmental and organizational goals.
• Follows STP standards for Universal Precautions when working with potentially infectious materials (blood or body fluids).
• Reports any safety concerns, hazards, or equipment malfunctions to the appropriate personnel.
• Comply with all safety, emergency, hazard, OSHA, sterilization, clinical, quality assurance, and administrative protocols, guidelines, and standards.
• Adhere to HIPAA regulations and other relevant laws to protect patient privacy and confidentiality in all communications.
• Perform other duties as assigned by the executive leadership and administration.

Education, Certification, and Experience Requirements

• High school diploma or equivalent required.
• Minimum of 3 years of experience in medical scheduling, patient access, care coordination, front office, call center, or healthcare administrative support preferred.
• Strong verbal and written communication skills.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Excellent customer service skills and a patient-centered approach.
• Ability to work collaboratively with providers, medical assistants, call center staff, leadership, and external partners.
• Strong attention to detail and ability to follow through on assigned tasks.
• Ability to maintain professionalism, confidentiality, and discretion when handling patient information and operational matters.
• Ability to identify scheduling barriers, escalate concerns, and assist with problem-solving.
• Basic computer skills required.
• Electronic Health Record experience preferred.

Language Requirements

• Spanish speaking required.