Clinic Administrator

Position Overview

We are seeking a highly organized and personable Clinic Administrator to support the day-to-day administrative operations of a busy pediatric therapy clinic. This position will interact extensively with families, employees, and clinical staff and will be responsible for scheduling, lead management, client onboarding, employee onboarding support, facility operations, and general administrative coordination. The ideal candidate will have strong communication and organizational skills, excellent customer service abilities, and the ability to manage multiple priorities in a fast-paced clinical environment.

Responsibilities

• Conduct facility tours for families and prospective employees.
• Communicate with prospective families regarding available tour dates and times.
• Follow up with families regarding missed appointments or tours.
• Manage incoming leads, particularly for speech therapy services.
• Qualify prospective clients and assist with converting leads into new clients.
• Coordinate initial scheduling with families.
• Work with the back-office team regarding insurance verification and required documentation.
• Manage ongoing patient schedules, confirmations, and rescheduling.
• Support clinician scheduling efficiency through effective scheduling and rescheduling.
• Complete the new client onboarding process.
• Explain clinic cancellation policies and procedures to families.
• Obtain required signatures and documentation.
• Upload completed documentation and disclosures into the EMR.
• Collect patient co-payments in the clinic.
• Assist with employee onboarding in coordination with HR.
• Welcome new employees and help create a positive onboarding experience.
• Complete required onboarding documentation, including I-9 forms.
• Provide onboarding materials and clinic orientation.
• Conduct clinic tours for new employees.
• Introduce new employees to key members of the clinic team.
• Assist HR with employee separation procedures.
• Collect company property and other assets when employees leave.
• Maintain a clean, organized, and welcoming clinic environment.
• Monitor and maintain adequate supplies while staying within the established monthly budget.
• Maintain emergency protocols and ensure emergency binders and client rosters remain current.
• Conduct periodic reviews and training related to emergency procedures and fire drills.
• Assist the clinical team with administrative and operational needs.
• Prepare therapy materials and provide other support necessary for effective clinical operations.
• Perform other duties as assigned by the supervisor.

Qualifications

• High school diploma or equivalent required.
• Prior administrative or customer service experience preferred.
• Strong written and verbal communication skills.
• Strong organizational and time-management abilities.
• Computer proficiency.
• Strong interpersonal, analytical, leadership, and problem-solving skills.
• Ability to interact professionally with families, employees, colleagues, and the public.
• Ability to work flexible hours, including evenings.
• Ability to lift up to 25 lbs.
• Valid driver's license and proof of insurance required.