Clinic Operations Coordinator

The Clinic Operations Coordinator plays a vital role in creating a smooth, professional, and welcoming experience for clients, families, providers, and referral sources in a fast-paced diagnostic clinic. This position is ideal for a highly organized healthcare operations professional who can manage scheduling, insurance verification, patient financial communication, referrals, and front desk workflows while maintaining accurate documentation and supporting efficient clinic flow. Success in this role requires effective communication, customer focus, sound judgment, adaptability, and the ability to manage multiple priorities with professionalism and care.

Key Responsibilities

• Serve as a professional first point of contact by greeting clients, families, and referral sources by phone and in person.
• Coordinate appointment scheduling, confirmations, rescheduling, check-in, check-out, and follow-up on referral inquiries.
• Verify insurance benefits, communicate coverage details, and explain patient financial responsibility, including testing fees.
• Collect copays, coinsurance, deductibles, and outstanding balances accurately and professionally.
• Complete daily and weekly data-entry related to payments, balances, deductibles, and fees with accuracy and mindfulness.
• Maintain accurate, timely documentation in electronic medical record systems and related workflows.
• Maintain a positive, client-centered approach and provide excellent customer service to everyone served.
• Update client records, insurance information, referrals, and authorizations in compliance with HIPAA and organizational standards.
• Collaborate with administration, finance, clinical staff, and leadership to support efficient front office and clinic operations.
• Process forms, letters, documentation requests, and other administrative tasks in a timely manner.
• Educate clients on clinic policies and procedures and help prepare them for psychological testing and related appointments.
• Help maintain a safe, welcoming, and professional environment for clients, families, and staff.
• Perform other duties as assigned by the Center Director.
• High school diploma or equivalent required; associate or bachelor's degree in business, healthcare administration, or a related field preferred.
• Three to five years of experience in healthcare administration, clinic operations, patient access, front desk coordination, or medical scheduling required; experience in a diagnostic, psychological, or specialty clinic preferred.
• Experience with insurance verification, benefits review, patient financial responsibility, referrals, authorizations, and front desk workflows in a healthcare setting required.
• Strong organizational, time-management, and prioritization skills with the ability to manage multiple tasks in a fast-paced clinic environment.
• Strong written, verbal, and interpersonal communication skills with the ability to interact professionally with clients, families, providers, payers, and referral sources.
• Proficiency with email, data entry, spreadsheets, scheduling platforms, and electronic medical record systems; ability to learn new systems and workflows quickly.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, manage sensitive information appropriately, and support compliance with HIPAA and organizational standards.
• Reliable attendance, consistent follow-through, and the ability to work effectively in a fast-paced, high-demand diagnostic clinic environment are essential functions of the position.
• Working knowledge of medical, behavioral health, or psychological terminology and familiarity with diagnostic clinic workflows preferred.

Skills & Competencies

• Customer focus - delivers professional, responsive, and client-centered experience across all interactions.
• Communicates effectively - conveys information clearly and professionally to clients, families, providers, payers, and internal teams.
• Collaborates - works effectively across clinical, administrative, finance, and leadership teams to support efficient operations.
• Manages complexity - balances multiple priorities, solves problems, and maintains accuracy in a fast-paced clinic environment.
• Adaptability - adjusts quickly to changing schedules, priorities, and patient needs while remaining calm and effective.
• Accountability and action orientation - follows through on responsibilities, takes initiative, and supports consistent, high-quality clinic operations.

Working Conditions

• Requires frequent sitting, standing, walking, typing, speaking, listening, and use of hand dexterity; occasional stooping, kneeling, crouching, crawling, and reaching. Must be able to sit for at least 80% of the workday.
• Must be able to move throughout the clinic to assist clients, access files, deliver materials to providers, and prepare testing areas as needed.
• Requires frequent use of a computer, phone, and computer screen, as well as regular verbal communication.
• Requires close and distance vision, color vision, and depth perception.
• Occasionally lifts 15 to 20 pounds.
• Work is performed in an indoor clinic setting.
• May encounter upset clients by phone or in person; must remain calm and professional in all interactions.

Summary

This role operates in a fast-paced clinical environment and requires professionalism, adaptability, and strong attention-to-detail. Responsibilities include frequent interaction with clients and staff, extended computer use, and occasional physical activity such as walking, standing, and light lifting.