Clinic System Coordinator

Grand Ronde, OR
Business Office
Grand Ronde Health & Wellness Center
Depends on Experience 
40 Hours Per Week

Job Summary:

Responsible for all aspects of the clinical application and interfaces.   Provides expert level assistance and training to Health and Wellness Center employees in the desktop software programs including, but not limited to: Nextgen Electronic Records System, McKesson Pharmacy System and various other software that supports the HWC patient systems.  Performs all duties in cooperation with Tribal IS Applications staff and in accordance with established Information Systems policies and procedures.

Essential Functions:

  • Serves as the primary point of contact between the electronic patient records vendor and the organization, including but not limited to, serving as system administrator and training end users on software applications.

  • Provides technical support to clinic staff regarding HWC EHR software and EHR network devices

  • Maintains and updates all electronic patient record system admin settings for accuracy and completeness.

  • Maintains and updates all electronic patient records File Maintenance settings for accuracy and completeness.

  • Coordinates with the IT Department in regards to hardware, software and network issues, such as system upgrades, network problems, user security and downtime.

  • Creates and/or modifies templates within EHR to improve and/or facilitate patient care documentation.

  • Supports clinic staff in adopting or adapting policies and procedures to reflect the use of EHR/EPM.

  • Responsible for providing support on the daily interface between Health and Wellness Center staff and the electronic medical records system (EHR).

  • Serves as the specialist/integrator in the implementation and ongoing support of the multi-service clinical software applications used within the clinic.

  • Coordinates deploying new portions of the application systems in specified HWC locations and departments.

  • Responsible for administration of the Health and Wellness Center databases.

  • Develops and implements effective database and applications policies and procedures.

  • With Provider input, develops and customizes EHR templates to enhance usability.

  • Executes operational goals and ensures that Health and Wellness Center database and application needs are complemented, supported and maintained.

  • Develops and maintains expertise in the latest theories, principles and technical advancements through continuing education and training, research, professional journals and organizations, current literature, conferences, vendor presentations, etc. to improve or replace existing systems and increase knowledge.

  • Works on special projects and produces standardized and ad hoc reports as necessary.

  • Provides direct support and documentation to Health and Wellness staff in software applications whether developed "in-house" or purchased from outside vendors.Monitors effectiveness of clinical application systems.Provides recommendations to supervisor for improved operations, systems and updated hardware or software.

  • Ensures system integration between new and existing systems.

  • Researches, identifies and recommends new service or equipment providers as required.

  • Logs all problems, referring those requiring a higher level of technical support to the appropriate person or team.

  • Performs a variety of other duties as assigned by supervisor.

Education, Experience, and Licenses:

  • Requires an Associate’s Degree in Computer Sciences, Medical Informatics or closely related field of study. A minimum of two (2) years of progressive work experience in the healthcare setting and a minimum of two (2) years of work experience in installing, upgrades, and maintenance of clinical applications support (EHR/EMP) in the healthcare industry.

  • OR high school diploma and four (4) years of progressive work experience in a health care setting and a minimum of four (4) years of work experience in installing, upgrades, and maintenance of clinical applications (EHR/EMP).

  • OR equivalent combination of education, training and experience.

  • Must maintain a valid Oregon driver’s license or obtain one upon hire, qualify for the Tribe’s vehicle insurance, and provide proof of personal vehicle insurance.

Qualifications, Registrations, and Certifications:

  • Must have knowledge of HWC EHR software and network devices, or a similar practice management system.

  • Requires NextGen EHR/EPM certification or within 6 months of employment.

  • Expert level knowledge of personal computer databases such as Microsoft Access required.Advanced user level knowledge of Microsoft Word and Excel required.

  • Must possess strong analytical and problem solving skills and personal initiative, including the ability to carry out assignments with minimal supervision and pay great attention to detail.

  • Knowledge of principles and practices of computers, laptops, current Microsoft Windows operating system(s), and the current Microsoft Office productivity suite required.

  • Ability to establish and maintain effective working relations in meeting and dealing with others required.

  • Ability to efficiently plan, schedule, control and accomplish various activities and projects simultaneously and within appropriate time constraints required.

  • Ability to apply complex problem solving techniques required.

  • Ability to use good judgment in the analysis of facts and circumstances to determine the appropriate action(s) to be taken within the limits of standard or accepted practices required.

  • Ability to work independently on assignments of performing repairs, service and maintenance required.

  • Skill in preparing oral and written technical reports and presentations required.

  • Ability to organize and maintain records and files required.

  • Knowledge of medical terminology required.

  • Knowledge and experience with CPT,and upcoming ICD Coding required.

  • Working knowledge of NextGenand KBMsystem applications required.

  • The ability to accurately modify NextGen KBM Templates in a time sensitive manner required.

  • Knowledge of and sensitivity to Native American culture required.

Environmental Factors and Conditions/Physical Requirements:

  • Continually requires the ability to express or receive detailed information or important instructions through oral communication.

  • Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers.Often requires walking or moving about to accomplish tasks.

  • Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.

  • Occasionally requires lifting of up to 50 pounds.

  • Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.

  • This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.

  • May be called upon to serve as a Disaster Reservist during Emergencies, or when the Tribal Emergency Operations Center is opened.

  • Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

  • Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.


    The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others.  The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified.