Job Description

Job Details
Adelante Healthcare Surprise - Surprise, AZ
HS Diploma from accredited school
Health Care


The Medical Specialist Coordinator is an entry level leadership role, responsible for back-up supervision of the health center staff, acting as the liaison between the clerical staff and other professional, technical and managerial staff. This position is cross-trained to perform all duties of the front office and back office roles. May provide leadership for the activities of the receptionist, eligibility specialist, cashier and medical assistants. Must be able to perform all functions of the Associate Medical Specialist, Medical Specialist and Senior Medical Specialist. The Medical Specialist Coordinator is part of a team performing a wide variety of duties and responsibilities in a manner that places emphasis on quality of care and customer service. The Medical Specialist Coordinator works collaboratively and provides leadership and guidance to all clinical services staff in support of direct patient services. Assists providers during preparation and provision of direct patient care and help facilitate the activities of the team member to perform this function. Responsible for creating a caring and receptive patient environment and an effective, efficient, and productive check in and check-out process. Responsive to patients needs via telephone or in person. Facilitates communication between the provider(s) and patient as needed, including translation as appropriate. Medical Specialist Coordinators must exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy and tact in patient/staff interactions. Work is performed in accordance to the rules and regulations of the Board of Medical Examiners and Adelante Healthcare. Any departures from standard policies and/or procedures are reviewed with supervisor/manager for resolution.


Every Adelante employee will strive to maximize their performance and contribution to Adelante Healthcare and the community we serve every day. Employees are expected work in a manner that demonstrates a commitment to quality, patient safety, employee engagement, innovation, and the highest standards of personal integrity, professionalism and competence.


  • Excellence
  • Integrity
  • Sustainability
  • Respect
  • Compassion


  • Medical Specialist Coordinators have met all the expectations outlined in the roles for Associate Medical Specialist. Medical Specialist and Senior Medical Specialist.
  • Some additional duties expected of a Senior Medical Assistant include but not limited to:
  • Five or more years as a clinical medical assistant and front office experience demonstrated competency with the skills/abilities of this level.
  • Serves as subject matter expert for Associate Medical Assistants/Specialists and Medical Assistants/Medical Specialist.
  • Have maintained the highest level of professionalism and performance by receiving exceeds or greater on annual performance appraisals and remaining free of any active formal disciplinary process
  • Serves as point of contact for other internal and external department
  • Evaluates problems, situations or issues presented and understands priority while assisting with resolution using critical thinking and problem solving skills
  • Participates with medication management and is resource for Associate Medical Assistant and Medical Assistant. May assist with vaccine program management.
  • Assists with questions and concerns on billing issues for peers and patients
  • Ability to complete proper documentation of quality logs
  • Completes incident reports when required
  • Knowledge of and participates in Adelante UDS measures, meaningful use metrics and other quality initiatives by assisting with audits and other data collection
  • Assists with audits and reporting of data for business office measurement
  • Scans documents into ICS system and is resource for others
  • During preparation of patient can review and understand orders, referrals, results and correspondence and helps to prepare data for visit.
  • Can accurately identify medications and their indications for proper utilization
  • Ability to multi-task and work effectively in a high-stress and fast-moving environment
  • Culturally sensitive and demonstrated ability and effectiveness working with diverse populations
  • Participate with interviewing and selection of prospective employees
  • Provides orientation and on-going skill development for staff.
  • Provide staffing for vacant positions as needed. When no other coverage is available, works with other sites to provide coverage.
  • Assigns work tasks, assure coverage for breaks/meals, meetings, absences, and coordinates vacation scheduling while maintaining patient/provider flow
  • Provides for maintenance of equipment and facilities as needed.
  • Assure that quality control monitoring is in compliance with regulatory agencies
  • Participates in audits for TJC and EHR/EPM
  • Member of committee or work group
  • Participates in monthly walk-thrus of health center
  • Member of Coordinator team and attends monthly meetings
  • May participate in quality management (QM) monitoring and performance improvement (PI), including, but not limited to, assisting with the development of policies and/or procedures.
  • Serves as subject matter expert for Associate Medical Specialists, Medical Specialists and Senior Medical Specialists
  • Participates with medication management and is resource for Associate Medical Assistant, Medical Assistants and Senior Medical Assistants. Assists with vaccine program management and inventory management.
  • Assists with monthly medication inspections for expiration dates
  • Serves as resource for staff and patient questions or concerns
  • Participates in ordering of supplies and inventory management
  • Competent in OB/GYN, Family Medicine, Internal Medicine and Pediatrics.
  • High school diploma or GED
  • Graduation from an approved medical assistant training program
  • Obtained Certification
  • Current CPR certification
  • Effective communication demonstrated by ability to read, interpret, comprehend and comply with written and interpersonal methods while successfully conveying and exchanging information
  • Ability to listen, communicate and interact with a wide range of diverse individuals and personalities in a caring, respectful and professional manner at all times
  • Proficient mathematical skills for use in healthcare such as addition, subtractions, multiplication, ability to divide and calculate all units of measurement using whole numbers, fractions and decimals
  • Basic computer efficiency to include Windows, MS Office and Patient Management System
  • Demonstrated understanding of clinical methods and techniques used in record keeping systems
  • Must have reliable transportation that can meet any operational reassignments of the organization during the workday. If employee is driving during work hours, the employee is required to possess a valid drivers license and must be in compliance with Arizona vehicle insurance requirements.
  • Minimum one year of supervisory or leadership experience in a medical office team and/or approved development plan
  • Demonstrated ability in implementing the principles and practices of supervision
  • Ability to multi-task and work effectively in a high-stress and fast-moving environment
  • Culturally sensitive and demonstrated ability and effectiveness working with diverse populations


  • Medical Assistant certification is preferred
  • Ability to communicate in more than one language
  • Electronic Health Record experience

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job related selection or promotional criteria.


General Patient Care

  • Prepares for the patient appointment by reviewing and updating patient records prior to patient arrival
  • Interview patient to obtain reason for visit: chief complaint, and document in electronic medical record following MA workflow protocols for intake of patient
  • Obtain and record the patients vital signs according to protocol for patients age
  • Prepare exam room and patient for the type of exam to be performed.
  • Maintains patient confidentiality following all HIPAA policies and procedures
  • Documents accurately all patient information in electronic health record
  • Communicates in a timely and professional manner with patients and other members of the care team at all times

Medication Administration and Storage

  • Know and follow the eight rights of drug assessment and administration.
  • Know and follow procedure for immunization administration and storage
  • Follows all medication policies and procedures for labeling, storing and use


  • Knows and utilize principles of asepsis
  • Sterilizes instruments per protocol
  • Has knowledge of surgical and diagnostic office procedures
  • Prepares patient, and assist provider as indicated
  • Follows procedural pause guidelines

Specimen Collection and Processing

  • Correctly collect specimens, perform testing, and process as indicated
  • Aware of and follows OSHA guidelines for Blood Borne Pathogens
  • Instruct patients regarding obtaining and collecting of specimens.
  • Completed competency on CLIA waived testing

Front Office Duties

  • Greets all patients and visitors. Assist patients and visitors with questions, directing them to appropriate person as necessary
  • Accurately documents patient demographics and UDS data
  • Correctly enters patient insurance information in EHR
  • Verifies all insurance information
  • Checks patient in for visit collecting any payments and completing EHR process/documentation
  • Makes any recall or follow up appointments
  • Effectively addresses issues of walk-in patients
  • Answers incoming phone calls and messages
  • Works on prior authorizations and referrals for patient required services

Additional Duties and Responsibilities

  • Practices universal precautions with respect to established safety protocols.
  • Translation
  • Participate in continuing education and demonstrates wiliness to learn and gain new skills
  • Other Duties as Assigned, i.e. May be required to travel to other sites.

Financial Responsibilities

  • Ensures and supports the cost-effective use of supplies and equipment by limiting waste of all organizational supplies and resources
  • Complies with procedures on hours worked to ensure accurate completion
  • Accurately and consistently complies with all billing and coding policies and procedures


Participates in community events that promote good health and contributes to a greater awareness and understanding provided to the community. While participating in Adelante outreach presents self as a professional role model and positive resource for the community.


All employees are responsible for promoting and participating in interdisciplinary communication and collaboration to enhance the delivery of quality across the health care system. Employees will maintain an environment which supports and engages patients and co-workers in a caring team based model to promote wellness and improve health outcomes.

Adherence to Compliance and Code of Conduct

All employees are required to comply with Adelante Healthcares written standards, including its Compliance Program and Standards of Conduct, policies and procedures and reporting of any conduct that potentially violates Adelantes legal or compliance requirements. Such compliance will be an element considered as part of the regular performance evaluation.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee may be required to sit for long periods of time, stand; walk; use hands to handle or feel objects, tools or controls; reach with hands and arms; climb steps/stairs; balance; stoop; kneel; crouch or crawl; talk or hear; smell; manage stress as it relates to essential job functions. The employee must frequently lift and/or move up to 25 pounds without assistance, and may occasionally be required to lift or move up to 50 pounds with assistance. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time when traveling to various clinic sites. The noise level in the work environment is usually moderate. The employee may be subject to health hazards (contagious diseases, blood borne pathogens, etc.) when working in the clinic area.

In any organization or job, changes take place over time. Although an effort will be made to keep job-related information current, this is not an all-inclusive list of job responsibilities. Adelante Healthcare, Inc. reserves the right to revise or change job duties and responsibilities as the business need arises. In compliance with EEOC 29 CFR part 1630, if the essential functions of this position cannot be performed in a satisfactory manner by the employee, further accommodations shall be made if it does not constitute undue hardships upon this organization.

Application Instructions

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