Hoag Memorial Hospital Presbyterian

Hoag Memorial Hospital Presbyterian
Irvine California

Full time, 1st shift opening:


Job Summary:


The Clerical Coordinator will maintain clerical organization within the unit and provide collaborative teamwork, a Patient-Centered environment and optimize customer satisfaction at all times. The Clerical Coordinator is responsible for answering phones, greeting customers, and scheduling appointments in person or by telephone. Appointments are made by coordinating convenience to the patient along with physicians, nurses, and other medical departments. The Clerical Coordinator will also order patient tests, procedures and perform other special requests (schedule meetings, perform performance improvement audits, enter work order tickets, etc.).


Essential Functions:


  • Coordinates and screens all patient information for accuracy and completeness prior to visit to enable smooth process for patients and families.
  •  Creates and Collects patient charts and is responsible for reviewing order sets for accuracy and completeness prior to patient appointments.
  • Schedules patient’s and time of appointment into the patient scheduling system.
  • Greets patients and directs appropriately to areas of treatment.
  • Routinely checks and orders office supplies, following-up to ensure stock is available to meet the needs of the unit and informing appropriate personnel if items are unattainable.
  • Arranges and contacts for services of any needed repairs for as copiers, printers, and computers.
  • Organizes and incorporates multiple tasks and skills with a high level of accuracy and efficiency.
  • Tailors communication style to meet the needs of the population served (adolescent through geriatric patient).
  • Answers the telephone/call light promptly and courteously, relaying messages in a timely manner to the appropriate care giver.
  • Helps coordinate unit activities during an emergency situation and follows protocol.
  • Cooperates with other members of the patient care team in providing charts and other materials of assistance.
  • Consistently communicates and collaborates with the patient care team for patient needs, location and any issues, prioritizing the needs.
  • Notifies nurses in a timely manner of patients going off unit, assures that appropriate forms are prepared and in the chart with labels and obtains appropriate diagnostic data for patient records.
  • Assures no patient is scheduled unless there is an approved authorization for treatment.
  • Ensures appropriate follow-up and resolution of issues and care.
  • Participates in unit “lean” projects to identify process flow initiatives and/or identify opportunities to decrease supply costs for department.
  • Performs other duties as assigned.



Education, Training and Experience:


Required: High school graduate or equivalent. Previous hospital experience or documented course for Clerical Coordinators which includes knowledge of medical terminology.

Preferred: Recent employment as a Clerical Coordinator preferred.


Skills or Other Qualifications:


Required: Demonstrates effective communication, interpersonal skills, and knowledge of proper body mechanics, safety measures and infection control, ability to follow instructions. Demonstrates literate computer skills and has a solid knowledge base of Microsoft Outlook. Demonstrates optimal customer service skills and interaction.

Preferred: Ability to type 40 words per minute.


Position Reports to:

  • Department Director, Charge Nurse, Relief Charge Nurse, Staff/Clinical Nurse
Basic Qualifications