Clinic Administrator

Position Summary: We are seeking a dedicated Clinic Administrator to lead our front office operations, specializing in administrative excellence and schedule utilization optimization. This role focuses on maximizing patient care hours, supporting therapists in meeting their care expectations, and achieving optimal schedule fill. The position reports to the Clinic Manager with a dotted line relationship to the Internal Operations Manager. 

Compensation and Benefit Information:   

• Salary Range: $60,000 - $65,000 
• Exempt, salaried position 
• Bonus Opportunities (subject to change) 
• Billed Hour Targets 
• % of Therapist Meeting Goal (productivity) 
• Comprehensive healthcare benefits (medical, dental, and vision) 
• 401(k) with company match after 1-year 
• Tenured paid time off 
• Flexible spending account options 
• Company-paid life insurance coverage 

Ideal Candidate Profile:

• Strong operational management experience, preferably in healthcare setting 
• Excellent organizational and time management skills 
• Proven ability to manage multiple priorities and deadlines 
• Strong analytical skills for financial reporting and performance metrics 
• Outstanding customer service orientation 
• Experience with staff management and performance development 
• Technology proficiency and troubleshooting capabilities 
• Process improvement and project management experience 
• Excellent communication and collaboration skills 

Essential Duties and Responsibilities: 

• Patient care and scheduling  
• Managing schedule fill  
• Supporting therapists in meeting their patient care expectations  
• Maximizing patient care hours 

Daily Operations:

• Monitor and report on evaluation, reschedule, and cancellation rates 
• Complete End of Day (EOD) reporting for non-documentation issues 
• Maintain tour readiness standards throughout the facility 
• Align with Advisor on EOD Reports and Schedule Audits 
• Update Clinic Manager on customer service matters and operational status

Weekly Operations:

• Manage Admin Other Duties, scheduling coordination 
• Oversee clinic ordering and supplies management 
• Participate in productivity consultations with Advisor 
• Lead and participate in team meetings

Monthly Operations:

• Support financial results analysis and reporting 
• Conduct a comprehensive financial results review with Clinic Manager 

Ongoing Responsibilities:

• Staff Management: Provide onsite Patient Coordinator staff oversight and management 
• Performance Management: Collaborate on performance reviews and staff development 
• Customer Service: Ensure an exceptional patient and family experience 
• Facilities Management: Oversee facility maintenance and vendor contract management 
• Technology Support: Provide frontline technology troubleshooting and support 
• Process Improvement: Lead process optimization and operational efficiency projects 

Special Projects: 

• The clinic administrator may be assigned additional special projects as determined by the Clinic Manager and Internal Operations Manager. 

Minimum Qualifications (Knowledge, Skills, and Abilities): 

• Bachelor's degree preferred or equivalent combination of education and experience 
• 2+ years of administrative scheduling experience strongly preferred 
• Healthcare industry strongly preferred 

Schedule and Location, and Duration (remote/hybrid/address): 

• Monday-Thursday 7:45am – 4:45pm, Friday 7:45am – 11:45am 
• Location: Woodmen Clinic

Supervisory Responsibilities: 

• Supervising the Patient Coordinator at this location 

Physical Requirements:  

• Prolonged periods of sitting at a desk and working on a computer 
• Must be able to lift up to 15 pounds at times