Structuring a PCMH Clinic

I am currently a RN/Care Coordinator at a PCMH (Patient Centered Medical Home) clinic that has a unique setup. Though it mostly functions as a family practice clinic we also have a pharmacy, limited function dental clinic and also triage like a urgent care clinic. Because the clinic is geared for the uninsured or underinsured, we get most of our funding from federal funds or grants which means that we have to compile and present a lot of data to prove to funders that we would put their money to good use.

Now, I've been working there for about 5 weeks and have determined that there are some organization issues that need to be ironed out. Not to say that I have a bad work environment or that the clinic is falling apart, I love working there but it sometimes feels like we're shooting from the hip and I think things could run so much smoother. The other two nurses I work with agree with me about this and we are going to start having weekly meetings to hash out a plan to fix things.

I was hoping someone on this site could point me in the direction of some resources to help us accomplish this goal. What we're focused on is:

1. How to spend less time on med refills/referrals/prior authorizations so we can focus more on case management (even though med refills/referrals/prior authorizations tie into case management).

2. How to effectively compile different types of data needed to get grants.

3. How to increase communication and collaboration between the pharmacy, dental clinic, billing, outreach etc.)

Thanks in advance for any advice provided!