Empanelment Coordinator

Description

Job Title: Empanelment Coordinator

Department: Non-Clinical

Reports to: Senior Program Director

FLSA Status: Non-Exempt

Prepared by: Human Resources

Last Modified: 07/20/2023, 02/18/2026

Summary

An Empanelment Coordinator is responsible for assigning and managing patient panels to ensure individuals are connected to an appropriate primary care provider. This role maintains accurate panel data in the electronic health record, monitors provider capacity, supports patient attribution and enrollment processes, and collaborates with clinical and quality teams to promote continuity of care. The Empanelment Coordinator also assists with outreach, panel balancing, reporting, and performance tracking to improve access, patient engagement, and overall health outcomes while supporting the organization’s mission-driven goals.

General Accountabilities

• Monitor patients not empaneled to a PCP and ensure appropriate assignment from episodic care to a provider with panel capacity in accordance with policy.
• Assess provider panel fullness regularly and adjust new patient scheduling, including closing panels when necessary.
• Generate and present periodic empanelment and panel performance reports (e.g., continuity, retention, panel size, productivity, panel fullness) to the QAQI Department.
• Support the QAQI Department in planning for provider departures or FTE reductions, including panel reassignment, schedule adjustments, and patient notification.
• Ensure communication and implementation of empanelment decisions across departments.
• Conduct staff training in scheduling with assigned PCPs and PCP change request processes for consistency and accuracy.
• Maintain and update the provider roster, including clinical FTEs, in collaboration with the Senior Program Director.
• Manage patient- and provider-initiated PCP change requests in partnership with the Senior Program Director, including documentation and EMR updates.
• Track and update patient status changes (e.g., death, transfer of care) in the practice management system.
• Maintain and manage patient registries by PCP panel and disease/condition; ensure data integrity through audits, clean-up, and reporting.
• Systematically review registries and support targeted interventions in collaboration with clinical teams.
• Contribute to Quality Improvement (QI) initiatives, provide panel outcome reports, attend QI meetings, and support Patient-Centered Medical Home (PCMH) activities.
• Collaborate with interdisciplinary care teams to support care management and health promotion interventions.
• Perform general office support duties as needed, including scheduling, patient registration, answering phones, and coordinating external appointments.

Requirements

Job Qualifications

• Undergraduate degree preferred (or equivalent experience).
• Minimum two (2) years of experience in a hospital, clinic, or medical office setting.
• Experience working with patients in health promotion, chronic disease management, or health coaching.
• Knowledge of medical terminology, chronic health conditions, and chronic care models.
• Demonstrated experience managing patient databases, registries, and practice management systems.

Skills

• Strong data management and analytical skills, including proficiency in Excel, Google Sheets, Microsoft Office Suite, and electronic medical record systems.
• Knowledge of health education principles and motivational interviewing techniques.
• Ability to work independently, exercise sound judgment, and manage multiple priorities.
• Strong collaboration skills with the ability to work effectively across interdisciplinary teams.
• Ability to maintain strict confidentiality and HIPAA compliance.
• Effective communication skills with diverse populations across varying ethnic, socioeconomic, and educational backgrounds.

Skills: Language

• Bilingual-English/Spanish is preferred.

Physical Requirement

• Physical effort which may include occasional light lifting to a 25 pound limit, and some bending, stooping or squatting.  Considerable walking may be involved. The ability to sit or stand for extended periods of time is required.
• Flexibility to work in multiple locations throughout the week.  
• The physical demands 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.
• While performing the duties of this job, the employee may be required to travel to all UCHC facilities as needed.
• Occasionally required to sit and walk.
• Finger dexterity required.
• Hand coordination required.
• Specific vision abilities required for this job include: close vision, distance vision, ability to adjust or focus.

Work Environment

• Exposure to adverse conditions.
• Exposure to extreme heat.
• Exposure to extreme cold.
• Exposure to wet and/or humid conditions.
• Exposure to moving mechanical parts.
• Exposure to high, precarious places.
• Exposure to fumes or airborne particles.
• Exposure to toxic or caustic chemicals.
• Exposure to outside weather conditions.
• Possible risk of electrical shock.
• Exposure to explosives.
• Possible risk of radiation and vibration.
• Protective clothing or equipment is required including: gloves, helmets, steel-toed boots, protective eyewear.
• The noise level in the work environment usually is high.

Acknowledgement:

I understand that I may be asked to perform job-related duties not listed in the description and that my duties may change at any time, according to the UCHC needs. Nothing in this position description is intended to create a contract of employment of any type. Employment is strictly on an at-will basis.