JOB SUMMARY:
The Madrone Care Network (MCN) Care Coordinator is responsible for outbound telephonic interfacing with patients, caregivers, and partners, and administrative support of care team members.
While this role requires CMA Certification, the duties are primarily administrative in nature.
ESSENTIAL JOB FUNCTIONS:
1. Patient Communication & Support - Provides proactive patient support by scheduling in-home and telehealth visits, making reminder calls, arranging transportation, and assisting with the completion and signing of patient forms as requested by staff.
2. Clinical Documentation & Records Management - Documents all patient interactions in the electronic health record (EHR), monitors the EHR inbox, scans files and documents into patient charts, requests and obtains medical records, and maintains the Master Patient List—including auditing visit frequency requirements.
3. Care Team Coordination - Supports care team members by creating and managing appointment calendars, assisting with teleconferencing and visit technology, ordering Durable Medical Equipment (DME), and facilitating communication across the team.
4. Meeting & Office Support - Takes notes during Interdisciplinary Team (IDT) meetings, schedules external meetings as requested, and contributes to the efficient day-to-day functioning of the office.
5. Phone & Frontline Coverage - Provides phone coverage when team members are on calls or breaks and supports overall customer service and communication continuity for the team and patients.
6. Provides administrative support for prior authorizations and business operations within the Medical Assistant scope, including gathering required information, preparing and submitting requests, tracking status, maintaining documentation, and communicating with insurance and healthcare staff. Escalates matters requiring clinical judgment to appropriate clinical personnel.
SECONDARY JOB FUNCTIONS:
1.Model The Madrone Way by delivering patient- and family-centered care that is holistic, respectful, flexible, and grounded in compassion and clinical excellence. The Care Coordinator actively supports this mission through clear communication, empathetic service, and collaboration across disciplines.
2. Live MCN’s Core Values in all interactions:
- Patient Care – Support timely, whole-person care that aligns with each patient’s goals and needs.
- Compassion – Bring openness, empathy, and kindness to every encounter with patients, caregivers, and team members.
- Team – Contribute meaningfully to a collaborative, interdisciplinary care model where all voices and strengths are valued.
- Sustainability – Work with integrity and efficiency, helping ensure long-term value and impact for the organization and those it serves.
- Fun – Cultivate joy and connection in the meaningful moments we create with each other and the patients we serve.
3. Uphold privacy and professional standards, maintaining full HIPAA compliance, following all organizational policies and procedures, and demonstrating sound judgment and integrity in all tasks.
4. Foster collaborative relationships with internal teams, community partners, and caregivers by demonstrating strong listening, communication, and conflict resolution skills.
5. Stay organized, with attention to detail and readiness to respond to changing volumes, urgent needs, or evolving care requirements.
6. Support team wellbeing and sustainability by practicing safe work habits, helping maintain operational flow, and contributing to a workplace focused on staff growth, resource alignment, and the long-term success of MCN’s mission.
7. Support day-to-day operations and perform other duties as assigned, aligned with patient, caregiver, and community needs—and in service of the organization’s commitment to walk with patients as they live the remainder of their lives.
SECONDARY JOB FUNCTIONS:
· Models MCN’s Mission, Core Values, and The Madrone Way
· Maintains MCN confidentiality standards and is HIPAA knowledgeable and compliant
· Upholds and carries out Company policies and guidelines
· Develops and maintains good relationships with team members and MCN’s business and community partners
· Pays attention to details and is organized with work duties
· Demonstrates effective listening skills, conflict resolution, and oral/written communication skills
· Responds in a professional manner to unexpected changes in work volume, emergencies, and scheduling
· Takes responsibility for and demonstrates safe work practices
· Performs other tasks as assigned
ESSENTIAL EQUIPMENT, TOOLS OR MACHINERY:
The following equipment will be used in performing the job functions described:
· Laptop computer or I-pad
· Cell phone
· Facsimile machine
· Photocopier/scanner
· Personal vehicle.
WORKING CONDITIONS:
Work is conducted in an air-conditioned office environment located at 643 S. Main Street in Ukiah. Requires frequent sitting, walking, and standing. Ability to hear and communicate well verbally.
QUALIFICATIONS:
· Current California Driver’s License, auto insurance and vehicle registration
· Bi-Lingual in Spanish - Preferred
· Related professional work experience
· Maintain current and ongoing certification with the California Certifying Board for Medical Assistants (CCBMA)
· Advanced computer skills with capacity to access patient records. Able to teleconference with patients and their families
· Ability to hear and communicate effectively verbally and in writing with patients, caregivers, other members of the team, and community partners with or without reasonable accommodations
· Capacity to work independently with minimum supervision
· Organized with ability to prioritize and multitask
· Ability to respect all patients and caregivers irrespective of their circumstance, ethnicity, race, sexual orientation, religious belief, or political affiliation
Ability to perform the essential functions of the job
Job Type: Full-time
Pay: $22.00 - $25.50 per hour
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Electronic Medical Chart : 1 year (Preferred)
Language:
License/Certification:
- Certified Medical Assistant (Required)
Work Location: In person
