Jobs | White Bird Clinic

Medical Program Coordinator – Clinical Administrator

The two Medical Program Coordinators are key administrative staff at the White Bird Medical Clinic (WBMC). Together they share responsibility for coordinating the ongoing functions required for White Bird to maintain a medical clinic in compliance with our grants and accepted medical practices. The specific role of the Clinical Administrator is centered around review and writing of medical clinic policies and procedures in line with legal requirements, recruitment and hiring processes, managing project implementations, updating and improving clinical workflows, and managing staff. 

Responsibilities

  • Responsible for ensuring that WBMC’s services, facilities, policies, and activities comply with federal and state laws and regulations, including but not limited to HIPAA, 42 CFR, employment law, Oregon Administrative Rules, Oregon Revised Statutes, OHA and OSHA requirements.
  • Regularly (at least annually) review relevant WBMC administrative policies and procedures, oversee staff and program compliance with approved policies, as well as writing, updating, and implementing new policies as needed.
  • Assisting the medical director and nurse coordinator with reviewing, writing, proposing, and implementing clinical policies and procedures.
  • Develop and maintain in-depth, updated knowledge of Patient Centered Primary Care Home (PCPCH) requirements and best practices, and continually lead collaborative efforts to improve services and achieve a higher tier of recognition.
  • Develop and maintain in-depth knowledge of the EHR and population health software, and work collaboratively with the medical director, clinical staff, panel manager, and EHR specialist to continuously improve and update workflows.
  • Manage WBMC ongoing compliance with federal Meaningful Use requirements.
  • Oversee data entry in the EHR by clinical and support staff to ensure high quality patient care and accurate reporting.
  • Assist with Quality Improvement projects.
  • Oversee recruitment at WBMC, including reviewing, writing and updating job descriptions to match current needs, keeping track of approved FTE and staff hours, coordinating hiring processes of providers and admin staff, and participating in other hiring processes as needed.
  • Work with Office Manager to manage clinic staff, including encouraging and modeling peer to peer supervision, providing guidance and direction regarding agency personnel processes, providing performance feedback and oversight through Performance Support Agreement processes, mediating conflicts when requested, and serving on probation and personnel committees.
  • Review overall staff performance, knowledge and skill levels, identify training needs, coordinate and/or lead staff trainings as necessary.
  • Facilitate program and medical administration meetings.

Required qualifications

  • 5 years’ experience in a clinical role, with 2 years of administrative and leadership responsibilities.
  • Commitment to providing culturally appropriate health care services to underserved and homeless populations.
  • Demonstrated understanding of humanistic, client-centered, and harm reduction approaches, and commitment to providing leadership which upholds this philosophy.
  • Experience writing and implementing policy and procedures.
  • Familiar with applicable health care laws and regulations mentioned in job description.
  • Familiar with medical records documentation requirements and willingness to develop in-depth and up to date knowledge of best practices.
  • Exceptional reading comprehension, written communication skills, and attention to detail.
  • Strong verbal communication, public speaking, and active listening skills.
  • Ability to provide collaborative leadership and effective relationship management.
  • Experience of and/or willingness to work in a consensus environment.

Preferred qualifications

  • Experience as a RN/PA/Paramedic/NP/MD/DO.
  • Familiarity with FQHC requirements, UDS reporting, and PCPCH/PCMH standards.
  • Conflict mediation and meeting facilitation experience.

Accountability

This position reports to the Clinic Co-Coordinators.

All positions at White Bird Clinic are subject to a 6 month probationary period.

Medical Program Coordinator – Program Development & Data

The two Medical Program Coordinators are key administrative staff at the White Bird Medical Clinic. Together they share the responsibility for coordinating the ongoing functions required for White Bird to maintain a medical clinic in compliance with our grants and accepted medical practices. The specific role of the Program Development & Data Coordinator is centered around big picture organizational development, contract review and negotiations, data reporting and stewardship, and liaising with other White Bird programs as well as collaborating agencies in the community.

Responsibilities

  • Coordinate and steer program development and strategic planning in line with White Bird’s mission and philosophy, and in collaboration with medical providers and clinical staff.
  • Responsible for reviewing, generating and analyzing data in order to meet internal and external requests, including but not limited to UDS reporting, 340b, grants reporting, CQM initiatives, OPCA initiatives, encounters tracking, QA/QI projects, and to inform staffing and financial decision making.
  • Provide data stewardship, promote staff data literacy, and data driven decisions and processes.
  • Develop and maintain in-depth knowledge of the EHR and population health software, and provide direction and education for clinical staff and Clinical Administrator to ensure accurate reporting.
  • Responsible for reviewing, overseeing, assisting with negotiations of, and ensuring internal and external compliance with contracts with agencies and vendors.
  • Track and predict WBMC financial status in collaboration with program staff, admin team and fiscal coordinator.
  • Point person for communication with external agencies and vendors regarding legal agreements, WBMC services and collaborative projects. Advocating for White Bird’s interests and patients’ needs in these processes, and meaningfully involving clinical staff as necessary.
  • Responsible for WBMC’s compliance with all grant and payer requirements, including HRSA 330h grant, HRSA 340b program, Medicaid, Coordinated Care Organizations (CCOs), Medicare/CMS, and any other payers or grants applicable to the medical clinic.
  • Manage Quality Improvement projects; identify and suggest areas of improvement, track projects in PDSA logs, report results to clinic staff and any participating external agencies.
  • Assist the medical director with clinical QA/QI efforts, including chart audit and peer review efforts, and ensure they meet HRSA requirements.
  • Liaise with other White Bird programs, attend Community, ProCo, AdCo, QMT, and other agency meetings as necessary.
  • Lead collaborative efforts with other White Bird programs to establish and improve coordination of services.
  • Develop and maintain in-depth, up to date knowledge of Patient Centered Primary Care Home (PCPCH) requirements and best practices, manage the re-attestation process, and contribute to collaborative efforts to improve services and achieve a higher tier of recognition.
  • Assist with writing, updating, and implementing internal WBMC administrative policies and procedures, and support Clinical Administrator in overseeing staff and program compliance with approved policies.
  • Facilitate program and medical administration meetings.
  • Support accountability & policy ProCo and office manager to manage clinic staff, including remediating performance issues and mediating conflicts.

Required qualifications

  • Master of Public Health/Master of Public Administration degree AND 1 year’s experience in nonprofit/public sector administrative roles with leadership responsibilities.

OR

  • Bachelor’s degree AND 3 years’ experience in health center/social services administration with leadership responsibilities.
  • Commitment to providing culturally appropriate health care services to underserved and homeless populations.
  • Demonstrated understanding of humanistic, client-centered, and harm reduction approaches, and commitment to providing leadership which upholds this philosophy.
  • Demonstrated ability to think strategically, manage complex long-term projects, and engage in creative problem-solving.
  • Experience reviewing and negotiating contracts.
  • Strong advocacy and negotiation skills.
  • Experience with grant management.
  • Organizational financial management and budgeting experience.
  • Familiar with quality improvement/assurance principles and processes, population health, and clinical quality measures.
  • Proficient in data analysis, data visualization, generating reports and understanding complex databases.
  • High level proficiency in Office 365, especially Excel, Teams, Outlook, and other productivity-based applications.
  • Familiar with medical records documentation requirements and willingness to develop in-depth and up to date knowledge of best practices.
  • Ability to provide collaborative leadership and effective relationship management.
  • Exceptional reading comprehension, written communication skills, and attention to detail.
  • Strong verbal communication, public speaking, and active listening skills.
  • Experience of and/or willingness to work in a consensus environment.

 Preferred qualifications

  • Program development and strategic planning experience.
  • Experience working with Electronic Health Records software.
  • Familiarity with FQHC requirements, UDS reporting, and PCPCH/PCMH standards.

Accountability:

This position reports to the Clinic Co-Coordinators.

All positions at White Bird Clinic are subject to a 6 month probationary period.

NEST Peer Support Specialist

NEST stands for Navigation Empowerment Services Team

Requirements:

  1. Possess strong interpersonal skills
  2. Good planning skills
  3. Must demonstrate a willingness to attend meetings
  4. Possess skills in program development, performance assessment and communication.
  5. Use a computer and keyboard
  6. Possess a valid driver’s license and reliable transportation
  7. Meets requirements for peer support, mental health/substance use recovery support specialist
  8. Complete an AMH approved training program for Peer Support
  9. Familiarity with Electronic Health Records systems a plus
  10. Comply with federal, state and agency and health and safety reporting requirements

Responsibilities:

  1. Keep accurate records and logs
  2. Must complete peer support training and certification within 3 months
  3. Provide Peer Support services when needed
  4. Become proficient in electronic record keeping
  5. Complete NVT training within 3 months
  6. Complete Basic Crisis training within 9 months
  7. Become First Aid/CPR and Narcan trained within 30 days
  8. Participate in a CAHOOTS ride along within 9 months
  9. Complete a 6-month probation period
  10. Attend at least one department meeting a month for each department
  11. This position reports to peer support coordinator

Job Duties:

  1. Coordinate the client with community involvement
  2. Working knowledge of community resources, support services and referral systems to meet clients’ needs and goals
  3. Tailors services and support to meet the complexities and unique needs of peers and their families including cultural and spiritual beliefs and practices
  4. Awareness of the limitations of peer support certification and the ability to recognize and act on the need for assistance
  5. Ability to recognize signs of distress and possible threats of harm to self, others, or community
  6. Uses active listening skills as well as respectful, person-centered, strength-based language in written and verbal interactions with peers, family members, community members and others.
  7. Maintain an attitude reflective of the client’s needs and goals
  8. Deliver services using trauma-informed practices
  9. Willingness to participate in ongoing development of the NEST program

The employment offer will be contingent on an acceptable driving record and criminal background investigation and has a 6-month probation period.

 

Electronic Health Records Specialist

White Bird Clinic programs currently utilize different software systems to manage client record keeping (NextGen, OWITS, FileMaker Pro, and Daisy). We are currently transitioning to an integrated, single database Electronic Health Record system (EHR) across the agency. This transition is expected to be completed in Fall 2020. The EHR Specialist will provide technological support for the current systems, through the transition, and on-going support for the new EHR once it is in place. Technological support will include configuring, updating, and maintaining systems; help staff improve and manage their workflows; help staff better utilize software features. The position will be a part of the Admin-IT team and support EHR use across the agency.

About White Bird Clinic:

White Bird Clinic is a non-profit collective, organized to enable people to gain control of their social, emotional, and physical well-being through direct service, education, and community. In 1969, a small group of student activists and concerned practitioners founded White Bird to provide crisis services and free medical care to counter-culture youth in Eugene. Having grown continuously for fifty years, White Bird Clinic now has ten programs, 200 staff members, and more than 400 volunteers. In response to burgeoning community need, White Bird is expanding its medical, dental, behavioral health, addiction treatment and crisis services including CAHOOTS, a nationally recognized mobile crisis intervention program. We provide trauma-informed care in a Patient Centered Medical Home (PCMH) environment, coordinating care for our clients across programs.

Responsibilities:

  • Configure application and system settings to meet the needs of the program and staff members
  • Provide direct support and troubleshooting to users as necessary. Open support requests with EHR support when needed
  • Work with EHR IT application and other associated vendors to optimally install, configure and maintain interfaces and applications
  • Create reports and/or work with application vendors to create/modify/edit reports that meet clinical, business and compliance needs.
  • Design custom templates (forms for entering and tracking patient information) and reports as needed
  • Become familiar with the workflows of clinical and support staff that utilize the EHR.
  • Participate in teams that review workflows for efficiencies (how to use the EHR to reduce work) and to enhance grant/State/National requirement compliance
  • Develop and/or participate in training and/or creating training users who might be involved in system administration and reporting functions
  • Document workflows, common procedures, and best practices, and make documentation accessible to staff
  • Ensure compliance with HIPAA, CMS, and other regulatory requirements
  • Attend weekly staff meetings as well as additional meetings as scheduled
  • Other responsibilities as assigned

Requirements:

  • Software configuration experience
  • Experience with software testing and testing environments
  • Two years IT desktop support experience or equivalent
  • Ability to work independently, taking initiative to start projects, and autonomously solving problems
  • Strong analytical, language and organizational skills
  • Strong written and oral communication skills, with an emphasis on communicating effectively about technology to all levels of users
  • Knowledge of and familiarity with the health care and/or social services field, including patient care and practice management
  • A sense of humor

Preferred:

  • NextGen system administration experience strongly preferred. In lieu of NextGen experience, other EHR, EDR and practice management system administration experience strongly preferred
  • Post-secondary education in computer science, health information, or health care related field
  • Experience with database (MS SQL) applications
  • Programming skills
  • Experience working in or desire to work in a consensus environment

Accountability:

This position reports to the CORE Team and the IT Team and also works very collaboratively with all Program Coordinators and their Departments. This position has a six-month probationary period. All new staff will be required to attend New Volunteer Training, to be discussed in interview.

Staff Physician

This position is being hired for up to 25 hours per week, and the salary is equivalent to $80/hr.

Staff Physicians are responsible for healthcare delivery in an integrated, team-based, evidence based Patient Centered Medical Home.

White Bird Medical Clinic is a participant in the National Health Service Corps (NHSC) Loan Repayment Program.

To apply for this position, email your CV and cover letter to ve@whitebirdclinic.org or fill out the application below.

Responsibilities:

  1. Responsible for provision of primary care services within the Medical Program.
  2. Responsible for compliance with accepted standards of care
  3. Provide on-site clinical supervision of nursing staff as needed
  4. Document visits and assign ICD10 and CPT codes according to Medicare standards.
  5. Provide Care Team leadership

Requirements:

  1. MD, licensed to practice in Oregon with current DEA Controlled Substance Certificate, Medicaid provider certification, and Dispensing Physician endorsement
  2. Strong commitment and experience in community health/public health.  Previous experience working with homeless / low-no income adults helpful
  3. Board Certified or Board Eligible in Family Practice
  4. Eligible for certification by the Department of Homeland Security as a Civil Surgeon
  5. A SENSE OF HUMOR!!

Preferred:

  1. Medicare provider certification
  2. Civil Surgeon certification for INS exams
  3. DOT certification for commercial driver’s license exams
  4. Experience in working in a consensus environment
  5. Bilingual English and Spanish

Accountability:

This position reports to the Medical Director.

NOTE: All positions at White Bird Clinic have a minimum 3-month probationary period.

Please contact ve@whitebirdclinic.org for more information.

Referral & Insurance Specialist

This position is a liaison between White Bird Medical Clinic and specialty clinics, pharmacies, DME suppliers, insurance companies, and other outside agencies. The objective of the position is to facilitate care coordination, provide robust documentation, and act as a problem-solving point person in external agency processes. The referral and insurance specialist is responsible for processing and following up on referrals, processing prior authorizations for prescriptions and DME orders, dealing with prescription and insurance issues, fulfilling medical records requests, and performing other clerical operations related to clinical care as needed.

Responsibilities:

  1. Process all referrals, including creating referral sheets with all relevant information, sending corresponding records, following up on referral process with external offices and documenting appropriately.
  2. Process prior authorization requests for medications and DME, including ordering DME from suppliers, and documenting appropriately.
  3. Resolve insurance problems that arise between the clinic, the insurance companies, and/or specialty providers as needed.
  4. Resolve insurance related issues with pharmacies and/or patient prescription issues.
  5. Copy and send patient records for billing purposes, to specialty clinics we refer to, and to fulfill medical records requests from outside agencies.
  6. Send invoices to appropriate agencies for medical records requests.
  7. Occasionally helps monitor incoming faxes, distribute faxes to appropriate staff and upload documents into EHR charts.
  8. Attend weekly staff meetings as directed as well as additional meetings as scheduled.

Requirements:

  1. One year medical and/or dental office experience
  2. One year experience working with the referral and prior authorization process
  3. Ability to work with a diverse population and a broad range of situations while maintaining a professional and courteous attitude
  4. Strong computer skills: Word / Excel / Internet (Firefox) / NextGen EPM & EHR
  5. Strong math and English language skills
  6. Detail oriented.  Ability to work independently and to a deadline.
  7. Strong communication skills
  8. Complete new employee orientation
  9. A SENSE OF HUMOR!!

Preferred:

  1. Completion of college level MOA (Medical Office Assistant) training.
  2. Knowledge of local medical community and systems
  3. Bilingual in English and Spanish preferred
  4. Experience in working in a consensus environment

Accountability:

This position reports to the Office Manager.

NOTE:  All positions at White Bird Clinic have a minimum 3 month probationary period.

Homeless Outreach and Enrollment Assister

As a team member, this position is part of a program to assist homeless individuals eligible for public or private health insurance through the Affordable Care Act.

RESPONSIBILITIES:

  1. Learn the eligibility requirements, the plans available and enrollment process.
  2. Maintain certification with Oregon Health Authority.
  3. Work with team to develop presentations.
  4. Present information to groups and to eligible individuals by appointment, phone or in the field.
  5. Lead consumers through application and enrollment process.
  6. Document contacts for program statistics.
  7. Complete reports for timely and accurate submissions.
  8. Reports to the Homeless Department Coordinator.

REQUIREMENTS:

  1. Bilingual English/Spanish is preferred for this position
  2. At least two years of experience in a homeless, crisis intervention, mental health, information and referral or substance abuse environment.
  3. Trained and experienced in working with Oregon Health Authority and use of their Portal.
  4. Ability to work comfortably and effectively with various populations, especially homeless.
  5. Ability to network with other agencies.
  6. Ability to make group presentations and assist individuals with benefits/entitlements.
  7. Basic computer skills, including work processing and data entry.
  8. Written and oral communications skills.
  9. Attention to detail.
  10. Pass the required criminal background check.
  11. Complete all required trainings, pass and maintain certification.
  12. Complete White Bird’s new employee orientation.
  13. Valid Oregon driver’s license.
  14. A sense of humor.
  15. Successfully complete a 6 month probationary period

PREFERRED:

  1. Experience in team work and in leadership role.
  2. Bilingual (English/Spanish)
  3. American Sign Language.

Medical Assistant

This position is responsible for assisting our providers in effectively providing excellent patient care.

Responsibilities

  1. Perform routine assisting duties for the Medical Director, physicians and volunteer physicians under direct, onsite supervision of an MD or RN as approved by the Medical Director.  This will include but not be limited to obtaining vital signs, patient medical history, presenting problem & maintain examination/treatment rooms.
  2. Assist with examinations, procedures and treatments.
  3. Help maintain medical records to insure quality (includes patient history, problem lists, vital signs, patient communications, immunizations & medications) and act as “scribe” during patient visits.
  4. Scrubbing charts for upcoming appointments. Looking for recent labs, imaging, outside consultation notes, recent hospital records, and/or new medical records.
  5. Educate the patient within the scope of practice and as directed by supervising physician in health maintenance, disease prevention, and compliance with patients’ treatment plan.
  6. Perform procedural and diagnostic coding for reimbursement.
  7. Care Coordination:  Serve as “communication liaison” between the physician and patient by assisting the patient in communicating their needs to the physician.
  8. Screen and follow-up test results.
  9. Perform electrocardiography, ear lavage, Snellen eye chart, and other tests in the clinic.
  10. Sterilization of surgical instruments.  Inventory of supplies and equipment.
  11. Make sure rooms are well kept and stocked.
  12. Deep clean patient rooms every Friday
  13. Perform blood draws.
  14. Process blood, urine, specimens, etc…. Ready specimens to be sent to the lab.

Requirements:

  1. Minimum one year experience in a medical practice.
  2. Ability to work with a wide range of clients including low/no income and homeless adults recognizing and respecting cultural diversity.
  3. Ability to utilize and apply medical terminology appropriately.
  4. Receive, organize, prioritize, store and maintain transmittable information utilizing electronic technology.
  5. Strong computer skills (MS Word, Excel, Internet, etc.) and the ability to effectively learn and/or utilize Electronic Health Records.
  6. Ability to identify and respond to issues of confidentiality. Knowledge of HIPAA.
  7. Understanding of Standard Precautions, including hand washing and disposal of bio-hazardous materials.
  8. Willingness to participate in continuing education.
  9. Complete White Bird New Volunteer/Staff Training (NVT).
  10. A SENSE OF HUMOR!!

Preferred:

  1. Current Certification as a Certified Medical Assistant by a recognized certification body.
  2. Bilingual in English and Spanish.
  3. Experience in working in a consensus environment.

Accountability:

This position reports to the Medical Director.

NOTE:  All positions at White Bird Clinic have a minimum 6-month probationary period.

Substance Abuse Counselor

QUALIFICATIONS:

  • Two (2) years experience in drug-abuse treatment and CADC (or the ability and willingness to obtain same within 12 months of beginning employment)
  • Competence in drug abuse treatment, including evaluation skills and individual, family, and group counseling expertise.
  • Individuals who are recovering from drug abuse, drug dependence, or alcoholism must have continuous sobriety for the past two years.

PREFERRED:

  • Has CADC I or above
  • Knowledge of Opiate addiction and treatment methodologies
  • Bilingual in English and Spanish
  • Experience in working in a consensus environment
  • Experience working with Electronic Health Records
  • Ability to work late afternoon, evenings, and/or Saturdays

RESPONSIBILITIES:

  • Perform admission interviews, including necessary histories and referrals.
  • Determine eligibility, evaluate clients, perform case management and develop treatment plans.
  • Serve as primary counselor to several clients, proportionate to hours worked, possibly including couples and family counseling.
  • Accept warm hand—offs from medical PCBH staff, as well as liaison/be a point of contact between Medical and Chrysalis staff
  • Participate in staff meetings and required clinic meetings and activities.  Complete required training.
  • Conduct urine surveillance activities, and if necessary, do the paperwork associated with the collected samples.
  • Assist in general office duties to back up the office staff as needed.
  • Participate in education and training for the staff and the public
  • Help organize and lead counseling groups and support groups.
  • Reports to the Program Coordinator

Must be able to successfully pass a criminal background check prior to work start date

6 month probation period