Job Summary
We are seeking a highly organized, proactive, and empathetic Lead Administrative Coordinator to oversee our front office operations and support our clinical team. In this role, you will balance traditional front-desk responsibilities with high-level administrative leadership—ensuring optimal provider schedules, training staff, and managing complex workflows.
A important part of this role involves coordinating medication management services for patients navigating Substance Use Disorder (SUD). The ideal candidate is a master multi-tasker, an expert in Electronic Health Records (EHR), and a compassionate professional dedicated to maintaining strict HIPAA compliance and exceptional patient care.
Key Responsibilities
Front Office Leadership & Operations
- Workflow Oversight: Support the Practice Manager with administrative oversight, workflow coordination, and day-to-day staff support.
- Front Desk Standards: Oversee front desk procedures to maintain consistency, efficiency, and strict compliance with practice policies.
- Staff Training: Train, mentor, and assist other administrative staff in EHR usage, complex scheduling protocols, and patient communication standards.
- Daily Operations: Perform standard front desk duties as needed, including patient check-in/check-out, insurance verification, copay collection, and documentation.
Patient Coordination & Scheduling
- Communication Management: Handle and prioritize incoming patient calls, messages, and appointment requests with empathy and efficiency.
- Advanced Scheduling: Execute complex scheduling for multi-provider and telehealth visits.
- Schedule Optimization: Actively oversee provider schedules to ensure optimal utilization, accuracy, and reduced gaps.
Clinical & Insurance Support
- SUD Care Coordination: Assist in coordinating medication management services specifically tailored for substance use disorder (SUD) patients.
- Insurance Authorizations: Efficiently process prior insurance authorizations for specialty treatments to prevent delays in patient care.
- Compliance: Ensure all patient information is handled in strict compliance with HIPAA and practice confidentiality standards.
Qualifications & Skills
Required:
- Experience: 3+ years of experience in a medical office or healthcare administrative role. (Experience leading a team or acting as a senior coordinator is highly preferred).
- SUD/Behavioral Health Knowledge: Previous experience working with Substance Use Disorder (SUD) patients or in a behavioral health setting is a strong asset.
- Technical Proficiency: Advanced hands-on experience with Electronic Health Record (EHR) systems and telehealth platforms.
- Insurance Acumen: Proven experience handling complex insurance verifications and specialty treatment prior authorizations.
- Compliance: Deep understanding of HIPAA regulations and medical confidentiality standards.
Soft Skills:
- Strong leadership, problem-solving, and conflict-resolution abilities.
- Exceptional communication skills, with the ability to remain calm and compassionate under pressure.
- Brilliant organizational and time-management skills.
If you are a motivated administrative professional looking to take the next step in your career and make a meaningful impact on patient lives, we want to hear from you! Please submit your resume and a brief cover letter explaining your experience with staff training or SUD care to [email protected]
Pay: From $20.00 per hour
Benefits:
Work Location: In person
